Office Administrator

The Candidate:

An opportunity has arisen for a flexible, easy going, caring and autonomous team player, to be the first point of contact for our valued clients and customers. Reporting to our Practice Manager, we are looking to develop and educate the right candidate to be our Office Administrator at our private practice. Skills, while important, pale in comparison to the personality and approachable nature you bring to Partners in Psychology… A proactive and emotionally insightful candidate will thrive in this role.

The role:

Administration Tasks: 

• New and existing client intake and management - including handling phone call queries on services, client bookings and appointments.
• Managing staff diaries, advising on scope, alongside managing waitlists.
• Completing invoicing and processing payments (including Medicare claims), following up and securing payment for unpaid/overdue services.
• Uploading GP referrals, letters, and other practitioner correspondence.
• Assisting with development of promotional material as required.
• Responsive support to other team members – scanning, emailing, photocopying, preparing reporting templates, faxing and emailing confidential correspondence.
• Contributing to continuous refinement of administration tasks,  their efficiency, and best practice records management.
• Maintaining appearance of front office and kitchen area.
• Other ad hoc administration tasks as required, including but not limited to: assisting with monthly reporting and statistics, staff meeting minutes as required. 

Soft Skills: 

• Building rapport with clients, other customers and clinicians (whether via phone, face to face or online). 
• Maintain professionalism, privacy and confidentiality at all times.
• Effectively liaise and work with internal and external stakeholders. This includes maintaining appropriate communication and interactions with clinical staff and co-workers, external allied health services providers.
• Participate in team meetings and events, alongside contribute to continuous process improvements within the practice.
• Ability to work effectively under pressure and multi-task.
• Able to build rapport quickly, handle stressful / difficult situations and vulnerable clients in a calm, professional manner. 
• Not afraid to ask questions or seek out guidance where required.
• High attention to detail

 Qualifications & Experience:

• Ability to professionally liaise with medical providers and their admin teams, employers, insurers, Medicare, clients and co-workers.
• Ability to work autonomously and within a team environment.
• Essential: Competent with navigating computers, practice management software and have sound Microsoft Office suite skills.
• Desirable: Experience with Medicare Benefit Scheme (MBS). 
• Desirable: Experience in a Psychology or Allied Health Practice.
• Desirable: Experience using Power Diary. 

Working at Partners in Psychology: 

• Brand new location and office fit-out.
• Negotiable and flexible working arrangements.
• All required tools of the trade provided - Laptop and Mobile.
• Wonderful team of people who are kind, supportive and genuinely fun to be around.
• We have a culture of continuous improvement and listen to feedback from our team and our clients.
• As we expand our services you will have opportunities to take on other responsibilities.
• We offer a competitive salary and regular reviews.
• Generous Employee Assistance and wellbeing support.
• Annual training and development package - Career development, progression, education and training ongoing.
• Exciting and expanding small business with niche psychological service offerings.

The successful applicant would be appointed as a full-time employee working 37.5 hours per week. 

To apply for this position, please submit a CV along with a cover letter outlining why you are passionate to apply for position, providing examples of why you believe you are suited to the role.