Receptionist/ Administration Assistant

At DS Psychology Group our vision is to Foster Hope and Passion for Life! Established in 2013 as a value-based psychology clinic we are a team that cares about you like family, invests in your learning and professional growth, ensuring you thrive and also have a lot of fun along the way!  

This position provides a fantastic opportunity for an enthusiastic, proactive individual who is passionate about client care, understands how important quality customer service is and wants to make a difference at Reception in a thriving practice.

This position is a customer service facing reception role within the counselling service specifically.  This position would suit someone who is local and available for a minimum of 13-20 hours a week. The successful candidate will be required to work a minimum of one afternoon/evening shift a week on either a Monday Tuesday or Wednesday - reception closes at 7pm). There are opportunities for additional hours to cover leave.

Qualifications & experience

• Excellent interpersonal skills including the ability to relate well to clients, referrers and other team members
• Excellent organisational skills to enable efficiency in the administrative role and previous experience with Halaxy desirable.
• Desire for professional growth and strong enthusiasm for learning in a busy role that will continue to evolve with developing business needs
• Ability to work in a team focussed environment
• Willingness to jump in to assist others in getting tasks done and multitasking across a range of areas
• Previous administration or reception experience desirable
• Strong ethical standards in relation to the business, the role and confidential client information

Tasks & responsibilities

• Provide excellent customer service, creating a warm and welcoming environment for meeting and greeting clients in person and over the phone
• Completing our intake process for new counselling and assessment service clients including, collecting client details, discussing expectations, matching clients with most the suited practitioner and informing referrers of clients attendance.
• Data collection including, inputting client details into our practice management software program (Halaxy), uploading referral letters and approval documents to client files and inputting relevant information into Halaxy
• Processing Payments for services 
• Halaxy Calendar scheduling and administration support for Clinicians which includes, rebooking clients, monitoring reminder message system, calling waiting lists, following up cancellations and adjusting of client times as required.
• Help maintain a relative paperless process including communication with the team via the following modes, Voxer, Trello and Slack.
• Attunement and dedication to following administration policies and procedures
• Maintaining the reception area and records in a neat and ordered condition and adhering to our COVIDSafe environment