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Office Administrator

1 month ago

Warners Bay, Australia Newcastle Music & Art Therapy Full time

**Job Information**

Maternity cover role (4 months minimum)

32 hour week

Office hours - Monday-Friday, 9am-5pm

Warners Bay location

$27-29 per hour

Reporting to Director Susan Ashley-Brown

**Company Description**

Newcastle Music & Art Therapy is a small, allied health practice in Warners Bay, NSW that offers Music Therapy & Art Therapy for all ages and all abilities, for both individuals and groups. All our therapists are masters qualified clinicians with full registration with either AMTA (Australian Music Therapy Association) or ANZACATA (Australian, New Zealand and Asian Creative Arts Therapies Association). Our services are for anyone wanting to use music or art to improve their health, functioning and well-being.

We are a neurodiversity-affirming practice. LGBTIQA+ diversity is welcomed and celebrated within our business.

Newcastle Music & Art Therapy operates on Awabakal country. We acknowledge the Awabakal people as the traditional custodians of the Warners Bay region and pay our respects to Awabakal elders past and present. We are committed to a positive future for the Aboriginal community.

We are seeking a highly organized and detail-oriented Office Administrator to join our team in a short-term maternity cover role. As an Office Administrator, you will play a crucial role in ensuring the smooth operations of our office and supporting our therapists and clients. This position offers an excellent opportunity for someone who thrives in a creative environment and enjoys working with a diverse group of people.

As an Office Administrator, you will need to be able to work autonomously, prioritising your work and the work of others within established policies, guidelines and procedures. You will be responsible for managing various administrative and reception tasks, including scheduling appointments, coordinating client and NDIS participant information, and maintaining accurate records. You will also be responsible for invoicing, as well as acting as the first point of contact for both internal and external clients and stakeholders. This role requires a substantial level of accountability and responsibility.

**Responsibilities**

Coordinate and manage all administrative functions within the office, including managing NDIS clients

Schedule and confirm client appointments, and coordinate therapist schedules

Maintain client records and ensure accuracy and confidentiality of information

Invoicing, making service bookings for NDIA clients, and communicating with clients and Plan Managers

Handle enquiries from clients, Coordinators of Support, and other external stakeholders

Manage inventory and supplies, ensuring timely reordering as needed

Prepare and distribute correspondence, service agreements, and other administrative documents

**Requirements**:
Proven experience in an administrative role, preferably in an NDIS, allied health or medical setting

Advanced computer skills, with experience in medical/allied health operating systems a plus

Strong organisational and time management skills

Attention to detail and accuracy regarding administrative tasks

Excellent communication, interpersonal skills and problem solving abilities

Ability to handle sensitive and confidential information with discretion

Knowledge of NDIS terminology and procedures would be an advantage

Compassion and ability to support a therapeutic environment

Basic design, marketing and social media knowledge an added bonus

Applications close on Monday 12th February 2024 at 5pm.

**Job Types**: Part-time, Fixed term

**Salary**: $27.00 - $29.00 per hour

Expected hours: 32 per week

Schedule:

- Day shift
- Fixed shift
- Monday to Friday

**Experience**:

- Office administration: 1 year (preferred)

Licence/Certification:

- Working with Children Check (required)

Work Authorisation:

- Australia (required)

Ability to Commute:

- Warners Bay, NSW 2282 (required)

Work Location: In person

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