Administration Support Officer

1 week ago

Castle Hill, New South Wales, Australia Grace Children's Therapy Full time

We are a busy children's therapy practice and looking for a casual administration support officer to join our paediatric practice.

The position has the potential to progress to a permanent part-time the role in the future.


The successful applicant will work as an important member of the team by providing administrative support to our friendly therapy team and assisting with coordinating our client appointments, processing transactions, invoicing and ad-hoc admin tasks as well as, welcoming our clients to the centre and responding to enquiries.


We are looking for someone that is able to work a fixed 11 hours per week (please see the fixed hours down below), but also be flexible to fill in as needed for when other admin staff are on leave such as annual leave and sick leave which may include covering the occasional Saturday morning.

You will be working within a team of administration support officers therefore, it's essential to be a team player.


It is essential the applicant be well presented and enjoys working with children and able to cope with a noisy and busy environment.

The applicant needs to have a good eye for detail and excellent customer service skills. Being able to build rapport with parents and children is necessary.

We mostly work with young children with varying disabilities therefore you need to be a person of integrity, patience and understanding.

Knowledge of the National Disability Insurance Scheme and medical referral process is beneficial.

This role requires you t be able to work unsupervised and complete duties independently and on a timely basis.

The duties include:

  • Opening and closing procedures
  • Greeting clients, answering the phone and making or coordinating appointments.
  • Keeping the database and waitlist up to date
  • Keeping track of the appointments in the diaries and clients attendance
  • Preparation of files and documentation
  • Setting up new clients in the system and following up on intake documentation.
  • General liaison and sending correspondence to clients.
  • General data entry
  • Processing, scanning incoming and outgoing correspondence (referral, medical reports) to the database.
  • Helping out with group preparation/coordinating feeding group clients, which includes some easy food preparation and picking up the groceries for the feeding program.
  • Following up daily on payments and reconciling transactions have balanced.

Essential Criteria:

  • Certificate III or above in office administration or similar
  • Being able to work independently and autonomously is essential.
  • Being able to prioritise workflow and manage time to ensure invoicing is completed by end of the day is essential.
  • Experience using and working with Practice Management Software
  • Experience working in the allied health or medical sector is highly regarded.
  • Understanding the NDIS process is beneficial as a large portion of our work is with NDIS participants
  • Experience working with the Medicare
  • Working with Children Check is essential
  • NDIS worker screener is essential
  • Excellent written and verbal communication
  • High level of computer skills with an adequate typing speed of 3540wpm
  • Attention to detail and meticulous data entry is essential.
  • Be reliable and possess a strong work ethic
  • Ability to work in a facepaced environment
  • A fast learner with using a variety of apps and platforms
  • Demonstrated ability to be a team player

Days the practice operates:
Monday to Saturday


Being available to work during our practice hours of operation is required and flexible with covering when team members are on annual leave or sick leave and as needed and may include the occasional Saturday.


Our core hours of operation are:
Monday 12pm - 6pm

Tuesday to Thursday - 9am to 7pm

Friday 9am to 6pm

Saturday 7:30am to 1:30pm

Sunday - Closed

Being reliable and punctual is important.

Fixed Work hours of work required (with flexibility):

  • Thursday 1:30pm to 7pm (Need to be able to work up to 7pm and have the flexibility to start earlier if required).
  • Friday 12:30pm to 6pm (Need to be able to work up to 6pm and have the flexibility to start earlier if required).

Covid19 Considerations:
Mandatory vaccination applies. We have COVID19 safety plan in place and policies and procedures to manage COVID19 in the workplace.

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