Administration Clerk

Your role is to be the face of our company - the first point of contact for our prospective and current clients, and other stakeholders (GP’s, Work Cover, NDIS, etc.). This requires you to have the ability to provide warm and welcoming communication and support along with the ability to acquire the knowledge of the boundaries and the ethics of running a psychology clinic.

This role is responsible for providing administrative and organisational support to all staff. The Administration Clerk works closely with the Directors, overseeing day to day clinic operations. We are seeking someone to help us, so that we can focus on supporting our clients. Together, we aim to make a difference in our client’s lives.

This is a casual role, approximately 30 hours per week, Monday to Thursday. There is the expectation of working one Thursday evening per fortnight.

**RESPONSIBILITIES**

**Front Desk Management**:

- Greet clients warmly and professionally
- Provide calendar support for psychology staff
- Screen intake processes, including sending forms and answering queries
- Database entry for new clients
- Monitor client MHCPs, including advising staff when renewal is due or upcoming
- Provide excellent customer service to all clients
- Build positive customer relationships through timely communication
- Maintain accurate and up-to-date program documentation

**Administrative Support**:

- Maintain accurate client records, including contact details and consent forms
- Process billing and payments, including issuing invoices and receipts
- Liaise with healthcare providers for referrals and invoicing
- Prepare and distribute clinic materials (e.g., appointment reminders, newsletters)

**Office Operations**:

- Manage office supplies and inventory to ensure the clinic is stocked
- Coordinate staff schedules and maintain an updated clinic calendar
- Support clinicians with administrative tasks
- Ensure confidentiality and compliance with privacy laws and ethical standards

**Customer Service**:

- Act as the first point of contact for clients
- Address inquiries and resolve concerns professionally and empathetically
- Provide support to clients navigating the clinic’s processes, such as intake procedures and payment options

**ESSENTIAL CRITERIA**
- **Empathy, understanding and interest** in assisting people with their mental health
- **Friendly and approachable** demeanour
- **Time-management skills**, including planning and executing complex administrative tasks
- **Problem-solving skills**, including adaptability to different situations/tasks
- **Customer service**, including **written and oral communication skills**:

- An **understanding/awareness of psychological ethics** or allied health/medical **confidentiality** in clinic operations
- **Organisational skills,** with an ability to manage and prioritise tasks
- Ability to effectively and harmoniously work in a **team environment**:

- Demonstrate an effective understanding and use of **IT platforms** e.g. word, excel and outlook, and ability to quickly learn a practice management software
- Available Mon - Thurs, including one Thursday evening per fortnight

**DESIRABLE CRITERIA**
- Able to identify and implement improvements to workflows, processes and procedures
- Knowledge of Workplace Health and Safety policies of relevance to the work environment
- Experience in administration of a clinical practice
- Demonstrated high level of proficiency and initiative in scheduling allied health professional’s diaries
- Experience in customer service and administrative roles

Child safety is top priority for us, and we are a child safe organisation. You will be asked to undergo a police check and confirm you have a valid paid Working with Children Check.

**YOUR BENEFITS**
- An active role in shaping the practice as it grows
- Opportunity to support people in need or in sensitive circumstances.
- Supportive and welcoming culture
- Access to directors to bounce ideas, discuss best practice, referrals, challenges, share positive feedback and plan ahead
- Flexible work options (e.g., work from home options, flex start and finish times etc.)
- Variety at work with exposure or contact with multiple programs (e.g., GPs, WorkCover, NDIS and Open Arms)

**To apply**

**Job Type**: Casual

Pay: $23.30 - $40.00 per hour

Expected hours: 28 - 30 per week

Schedule:

- 8 hour shift

Work Location: In person