Administration Officer

2 weeks ago

Coburg, Australia DKM Psychology Full time

This role is a part-time position (0.4 - 0.6 FTE). 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.

**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 (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.
- Communication with External Providers such as assisting with enquiries, sending information, eg. funding info, referral forms, brochures etc. to inform of services, and adhering to appropriate referrer / client pathways
- Maintaining the office and records in a neat and ordered condition and adhering to our COVIDSafe environment

**Where to next?**:
To arrange a confidential discussion, or to apply, please connect via the following details:
**Enquiries**: Michelle (Practice Manager)

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