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Administrative Coordinator

2 months ago

Melbourne, Victoria, Australia Bilingual consulting (TA Blackburn Speech & Paediatric Therapy) Full time
About Us

Bilingual Consulting (T/A Blackburn Speech & Paediatric Therapy) is a multidisciplinary allied health clinic dedicated to providing high-quality services to our clients. We offer a range of therapies, including speech therapy, occupational therapy, play therapy, and psychology services.

We cater to a diverse client base, primarily serving paediatric clients, but also providing services to teenagers and adults in the community. Our mission is to empower our clients through skilled, bilingual, and family-centred therapy services.

About the Role

We are seeking a highly skilled and experienced Receptionist to join our team. As a key member of our administration team, you will be responsible for providing exceptional customer service, managing the front desk, and ensuring the smooth operation of our practice.

Key Responsibilities
  • Represent the practice as the first point of contact, greeting clients and visitors, and answering incoming calls.
  • Manage the front desk, including diary management, waiting list triage, and organisation.
  • Provide administrative support to the Director, including mail management, email management, and document preparation.
  • Update and maintain client files, including scanning documents, filing electronic and hard copy documents, and archiving closed files.
  • Assist with the coordination and invoicing of sub-letters and sub-contractors.
  • Follow up with weekly tasks and complete procedural checklists.
  • Monitor and maintain the reception area, practice rooms, and waiting area to ensure a clean and tidy environment.
  • Assist with the technical setup of patient examinations, including instructing patients where to wait or initiating testing protocols.
  • Provide training and feedback to the reception team to ensure processes and quality of service are maintained.
Requirements
  • Experience working in a medical practice is an advantage but not essential.
  • Highly developed verbal and written communication skills.
  • Excellent attention to detail.
  • Ability to manage and organise work and self in a systematic, accurate, and timely manner.
  • Information Technology skills, including proficient use of major programs and packages (Word, Excel, PowerPoint).
Desirable
  • Experience working with culturally and linguistically diverse communities.
  • Experience working with children.
  • Experience in the provision of health promotion/community education activities.
  • Fluency in English and ability to converse in Cantonese and Mandarin.
  • Accurate typing – 40wpm.
  • Computer skills and knowledge.
  • Microsoft Office Suite – Basic/Intermediate.
  • Knowledge and operation of standard office equipment.
  • Current knowledge of clerical and administrative procedures and systems, such as filing and record keeping.
  • Strong communication skills – written and verbal.
  • Excellent planning and organising.
  • Ability to effectively prioritise.
  • Problem assessment and problem-solving.
  • Information gathering and information monitoring.
  • High attention to detail and accuracy.
  • Flexibility and adaptability.
  • Strong customer service orientation.
  • Teamwork focus and approach.
What We Offer
  • A competitive salary and benefits package.
  • A dynamic and supportive work environment.
  • Opportunities for professional growth and development.