Practice Assistant

Casual (1 - 2 days per week)

Vision Counselling and Psychology is a Western Australian owned and operated provider of counselling and psychology. Established in 2009, Vision Counselling is a growing practice with contracts already in place with community, not for profit and private corporations.

Vision Counselling and Psychology requires an Administrator to support the Business Manager, Coordinator, Therapy Team and Support Team from our Scarborough office.

 Key responsibilities

• Managing a daily and weekly agenda
• Managing opening and closing of the offices
• Perform reception duties as required 
• Initial telephone contact with the clients and stakeholders
• Initial email contact with clients and stakeholders
• Liaising with therapists, clients and stakeholders
• Meeting and greeting therapists, clients and stakeholders
• Booking appointments for multiple therapists and clients
• Processing invoices and online payments for clients
• Processing invoices and client reporting to third party clients
• Processing portal payments for third party clients
• Processing invoices for tenants 
• Processing invoices for sub-contractors
• Onboarding NDIS clients
• Collating NDIS and Medicare attendance logs
• Managing reschedules and cancellations for multiple therapists and clients
• Managing online calendars for therapists, clients and staff
• Managing online appointment booking system for therapists and staff
• Managing the client appointment confirmations and reminders on behalf of all therapists
• Daily appointment tracking all appointments 
• Monthly invoicing for sub-contractor payments
• Manage staff leave planning
• Filing - hard copies and electronic
• Archiving 
• Managing the mail
• Requesting and tracking purchase orders
• Managing and coordinating live Cloud system for therapists
• Updating and securing a password system
• Performing regular computer hard drive back-up
• Dealing with and managing all administrative email correspondence
• Carry out research into community organisations for appropriate referral
• Assisting to build a referral database and strong networks within the community
• Prepare data for business position report
• Secure and process service agreements for EAP/CORP clients
• Manage new clients within Integrated Management System (IMS)
• Coordination of Vision meetings as required
• Maintaining IMS process charts and Document Control Register
• Induction meetings for all Vision staff
• Reviews for all Vision staff
• Coordination of Vision Volunteer Program / Stirling Support Program
• Managing petty cash 
• Managing accounts payable/receivable through MYOB Essentials
• Generating and forwarding invoices through MYOB Essentials 
• Managing client payments using the merchant system 
• Managing Medicare claims and liaising with Medicare on behalf of the practice where necessary
• Managing NDIS claims
• Creating and sending a regular newsletter
• Other administrative duties as required

 Qualifications and experience required 

Essential

• High level of organisational skills
• Strong verbal, non-verbal and written communication skills 
• Excellent and friendly telephone and personal manner
• Accurate record keeping ability
• Possess a minimum touch typing speed of 40 words per minute 
• Proficient in the use of Microsoft Word, Excel and Outlook
• Work within Vision's  ethos and value system
• National Police Clearance
• Working With Children Check

Desirable

• Possess a minimum of 2 years experience in an administrative support role
• Knowledge and experience in setting up and using Medicare systems and Medicare Easyclaim
• Experience working in a psychological practice managing Medicare claims for clients
• Experience in setting up policy, procedure and integrated management systems
• Experience using PRODA
• Experience using MYOB accounting software to generate invoices
• Bookkeeping experience

Salary and benefits 

The successful candidate will be employed on a casual basis by Vision Counselling and Psychology and paid an hourly rate in accordance with their experience.

To apply

Please provide the following details with your application:

• Your resume which contains 3 current and contactable referees

Please email your application to:  *****@visioncounselling.com.au

Closing date for applications: close of business Friday 22nd March 2024.