Administration Support Officer (Part-Time)

We are a busy children's therapy practice and looking for a permanent part-time Administration Support Officer to join our paediatric practice. The successful applicant will work as an important member of the team by providing administrative support to our friendly therapy team and assisting with coordinating our client appointments, processing transactions, invoicing and ad-hoc admin tasks as well as, welcoming our clients to the centre and responding to enquiries. 

We are looking for someone that is able to work part-time as per the hours set out below and flexibility to be able to help out covering annual leave and sick leave. 

You will be working within a team of Administration Support Officers, therefore, it's essential to be a team player. 

The applicant needs to be well presented and enjoys working with children and able to cope with a noisy and busy environment as well as, have a good eye for detail and excellent customer service skills. Being able to build rapport with parents and children is necessary as the main person on the front desk and often the point of call for families calling and attending the service. We mostly work with young children with varying disabilities therefore you need to be a person of integrity, patience and understanding. 

Knowledge of the National Disability Insurance Scheme and medical referral process is beneficial. 

This role requires you to be able to work unsupervised and complete duties independently and on a timely basis. You will also be required to complete administrative projects as we focus on systemisation and implementing processes to improve efficiency. This job role requires a person who is a logical thinker and able to multi-task and manage your time efficiently.

This position will report directly to the business manager and/or the practice manager. 

The duties include:

• Opening and closing procedures
• Transactions, including emailing invoices and receipts and processing payments. 
• Greeting clients, answering the phone and coordinating appointments 
• Keeping a database and waitlist up to date 
• Keeping track of the appointments in the diaries and clients attendance 
• Preparation of documentation and setting client profiles up in the system. 
• Liaison with clients and following up on documentation 
• General data entry 
• Processing, scanning incoming and outgoing correspondence (as we are paperless) to the database. 
• Helping out with the group preparation which may include basic food preparation and helping to clean up after group sessions. 
• Following up daily on payments and reconciling transactions to ensure the day is balanced. 

Essential Criteria:

• Certificate III or above in office administration/business administration or similar. 
• Being able to work independently and autonomously is essential. 
• Being able to prioritise workflow and manage time to ensure invoicing is completed by the end of the day. 
• Experience using and working with Practice Management Software 
• Experience working in with allied health or medical sector is highly regarded. 
• Understanding the NDIS process is beneficial as a large portion of our work is with NDIS participants. 
• Experience with the Medicare scheme 
• Working with Children Check is mandatory (willing to obtain one) 
• NDIS Worker Screener is mandatory (willing to obtain one) 
• High level of computer skills with adequate typing speed of 35-40 wpm
• Attention to detail and meticulous data entry is essential 
• Be reliable and possess a strong work ethic 
• Ability to work in a face-paced environment 
• A fast learner with using a variety of apps and platforms 
• Being punctual is important as the opener for the day. 

Fixed work hours (to be successful you are required to work the hours below). Flexibility to cover sick and annual leave is an expected part of the role. 

• Thursday 12pm to 7:00pm 
• Friday 12:30pm to 6pm 
• Saturday 7:30am to 1:30pm

Commencement Date: 

Covid19 Considerations: Mandatory vaccination applies. We have COVID19 safety plan in place and policies and procedures to manage COVID19 in the workplace.