Practice Administrator / Receptionist - Occupational Therapy Clinic

• 3-week onboarding program with scheduled shadow session to help you ease into the role and get comfortable with new systems and teams at Posity. 
• Professional Development allowance.
• Free yearly car service.
• Wellness/gym allowance. 
• Equipment allowance (MacBook laptop or Windows laptop).
• Extra leave day for your birthday. 
• Novated Lease for vehicles.
• Regular social and team gathering.

At Posity, we support people with disabilities to live great lives. It is the reason we exist – we bring positivity in all that we do. We are an established and highly regarded Allied Health practice, looking for like-minded people who share the same values of person-centred care, empowerment and education, and strength and evidence-based practice.

We are a close-knit team who work together to create a fun and supportive environment where career progression and learning is valued. We believe that when our people love their work, the best outcomes for our participants are achieved.

Find a career, not just a job! Stand-out performers have the opportunity for career advancement with Posity.

We are seeking an additional Reception, Administrative and Intake Officer to join our Family Liaison team, who look after reception and office administrative duties. The successful applicant will report to our Admin Manager.

The Practice Administrator will participate in Posity’s Performance Development Program. Comprehensive onboarding, supervision and support will be provided, as will career development opportunities and an annual performance review.

• Career progression opportunities.
• Access to regular support and supervision.
• Access to professional development activities.
• Experience an unparalleled workplace culture and access to regular social events.
• Be a part of a true family-centred service that focuses on coaching and evidence-based practices.
• Access to pay rates above award that are reviewed regularly based on performance, not just years of experience.
• Be part of a passionate team that is supportive of work-life balance.
• Opportunities for job diversity including project work.
• Gym membership and other allowances.

• Greet and welcome clients, families, and visitors.
• Answer, screen, and forward incoming phone calls.
• Scheduling appointments: Manage intake process for new clients; discussing processes and expectations, completing relevant paperwork and booking in relevant appointments.
• New enquiries: Take phone calls. Follow up with enquiries and new service requests. Send them the intake form. Etc.
• Referral Network:
  • Update the referral network list with contact details,
  • Contact them to promote our services when needed,
  • Plan to visit them if necessary to promote our services, 
• Data input and maintenance for our practice management software.
• Development of resources as required.
• Document management.
• Managing client queries and concerns in collaboration with the admin manager.
• Light cleaning and tidying duties as required.
• Willing to travel between our offices when required (between Bundoora VIC 3083 and Blackburn VIC 3130).
• Client Exit/Transition process.
• Update, maintain, and contribute to the ongoing improvement of business processes and systems.
• Participate in regular and ongoing professional and personal development activities and company events as required.
• Actively contribute to a safe and healthy work environment.
• Handle and store client information in line with privacy and confidentiality requirements.

We recruit on the philosophy of finding the best cultural fit for our team, with a focus on personality, attitude and long-term career potential.

• Experience using Halaxy, Cliniko, PowerDiary (or similar client management and booking system)
• Sound understanding of funding and rebates (NDIS, Medicare)
• Experience working within the NDIS and Human Services sector
• Excellent phone manner
• Previous administration experience
• Excellent written and verbal communication skills
• Excellent interpersonal skills and a positive attitude
• Strong computer and typing skills
• Capable of working alone and as a valued team member
• Committed to advancing the lives of people with disabilities

In short, a people’s champion and a wizard with getting tasks done 🤩🙌

Key Capabilities: 

Professionalism – representing Posity in a friendly and helpful manner, ensuring a customer focus at all times.
Communication & teamwork – the ability to get your message across in a positive way, to actively listen and work cooperatively with those around you.

Initiative- you use your knowledge and skills to proactively and systematically work through issues as they arise. 

Empathy – the ability to maintain an awareness of others feelings and emotions in the context of your interactions with them.
Accountability – take responsibility for actions and outcomes in performance of duties. 

Problem Solving – Ability to “think on one’s feet”, investigate and provide solutions.
Information Technology – you are able to use the systems provided to you and are willing to learn and accept new technology. 

If this is you, then we want to hear from you. Apply by clicking on the apply button!

Applications without a cover letter will not be considered.

This is what our staff say about the company (according to November 2022-2023 survey):

• Up to date and efficient technology supports, to make work systems and process seamless.
• Responsive debriefing and clinical supervision and supports.
• Respectful, fun and inspiring environment.
• A focus on evidence-based interventions to support participants life goals
• Pizza and cappuccino runs as required 😁
• An environment where your ideas and feedback is respected and encouraged
• Flexible and reasonable managers.
• Our workplace embraces cultural diversity and is accepting and promoting diversity in a range of aspects. 
• Professional - the focus on professional skills and the environment that stimulates learning.