Office Administrator - Administration Assistant

We have TWO fantastic opportunities to work with our amazing team! An Office Administrator role and an Administration Assistant role…let us see where your skillset fits and come and join us!!

We are a Virtual Practice Management business. These roles offer ongoing job security as being in the Allied Health space, we always have clients that require our support.

We offer Virtual Assistant Solutions to Allied Health Practitioners Australia wide - which means we offer offsite reception and administration services for our clients from 8.30am-5.30pm. The hours would be a 38 hour week between 8.30am and 5.30pm. 

We have an awesome office located amongst the cafes and shops in bustling Hampton East and conveniently close to public transport.

We also have some flexibility around the location of work - which could accomodate individual circumstances.

Job tasks and responsibilities

There are two roles:
One is an Office Administrator and the other is an Administration Assistant.

The Office Administrator role which incorporates all aspects of administration including the core component of answering the phones and being an Account Administrator for multiple businesses.

The scope of the role includes:

• Reception Management - entails all aspects of a Receptionist role (although based offsite with no face to face with clients), answering a high volume of phone calls and booking new clients into online diaries
• Managing the internal emails, responding to and actioning all office enquiries
• Assist with the processing of invoices and rebates online through the diary management programs
• Building solid relationships with your clients both online and over the phone - with your Key Accounts and others in your team
• Building our clients practices through conversion of new clients
• Being proactive in going above and beyond to ensure you are always one step ahead of your clients ensuring you are making their day as smooth as can be.
• Keeping all procedures up to date and proactively searching for new ways to grow the business
• Managing and taking ownership of your own group of clients
• Administration Assistant- may also include - social media, website updates, internet research and administration for the team on an ad hoc basis

Skills and experience:

We work in small teams, so it is imperative you are a team player who enjoys assisting others to ensure your day runs smoothly.

To be successful in this role you will bring:

• Outstanding phone manner - patience and understanding
•  Advanced empathy skills
• Experience in Halaxy, Cliniko or Power Diary Essential - at least one of these programs is a must!
• Office administration experience
• High attention to detail
• Experience in answering the phone (High call volume) - Required/Essential
• Ability to multi task and take on new clients/programs/processes throughout the year as the business grows
• Must be able to work autonomously and be open to learning new things on a regular basis
• Accuracy with data entry and organised with excellent time management
• Proficient in Microsoft word, excel and outlook - Required/Essential
• A keen interest in Psychology and Allied Health Practices (Physiotherapy, Podiatry, Speech Therapy, Occupational Therapy etc)
• Able to work efficiently, being proactive in task finalisation
• A collaborator - someone who enjoys working with and learning from others
• Experience in Canva, Wordpress, Trello, Mailchimp, Google Sheets would be preferred for the Administration Assistant role

Job perks and prerequisites

Ideally you will have a minimum of 2 years office experience, including answering multiple phone lines as a prerequisite.

What we offer:

• We are close to public transport or for drivers a shared carspace.
• We have a dedicated relaxation zone in our office to switch off for breaks.
• With job security an absolute bonus in these uncertain times, we have it all here 

 I would love for you to please send a resume and cover letter about why this role would suit you and your reason for applying for the role. 

Applications close Tuesday 12th March

Further information is available on our website. www.timewellspent.com.au/about-us/job-vacancies