Administration Assistant/receptionist

**Admin Roles & Responsibilities**

At Northside Allied Health, the Admin team plays a pivotal role in ensuring smooth clinic operations, team alignment, and exceptional client experiences. Below is a summary of the key responsibilities and attributes for this role.

**Finance & Cash Management**
- Manage weekly bank deposits and oversee clinic cash flow processes
- Reconcile and maintain petty cash
- Generate and follow up on unpaid invoice reports
- Ensure accurate financial record-keeping in line with clinic policies

**Client & Booking Management**
- Respond to new enquiries and support rapid lead conversion
- Accurately coordinate all client bookings and rebookings
- Maintain oversight of team calendars, ensuring availability and scheduling are optimised
- Support cross-referrals and manage multi-disciplinary scheduling
- Refine and automate the client journey in alignment with the ProActive model and NAH service standards

**Outreach & Referrer Relationships**
- Support the leadership team with outreach to doctors, referrers, and community partners
- Schedule, coordinate, and follow up on networking meetings
- Maintain systems for tracking lead sources and referrals

**Internal Communication & Team Alignment**
- Act as a reliable communication bridge between leadership and the broader team
- Represent leadership with professionalism and consistent follow-through
- Ensure internal communication tools (e.g., WhatsApp, team bulletins) are effective, engaging, and aligned with team culture
- Drive daily communication that supports team motivation, awareness, and focus

**Systems, Documentation & Automation**
- Audit and maintain administration systems for effectiveness and compliance
- Document processes in Standard Operating Procedure (SOP) format
- Identify and implement automation opportunities across client-facing and internal systems
- Regularly review systems for scalability and alignment with NAH values and operational goals

**Brand Implementation & Marketing Support**
- Lead implementation of rebranded materials (e.g., signage, uniforms, clinic documents)
- Ensure all administrative and client-facing assets reflect current brand identity
- Collaborate with marketing to maintain brand consistency across all platforms

**Team Culture & Engagement**
- Maintain the team birthday and milestone calendar
- Facilitate structured feedback between staff and leadership
- Lead team engagement initiatives, including pulse check surveys
- Develop and oversee the "New Team Member Welcome" process
- Promote visibility and integration of NAH values in daily operations and communication

**Who You Are**

The ideal NAH Admin is:

- A **trusted and professional representative** of the leadership team
- A **proactive organiser** who anticipates needs and follows through
- A **systems thinker** who balances detail with purpose
- A **culture builder** who fosters belonging and shared focus
- A **committed team member** who supports both client outcomes and team cohesion

**How to Apply**

Interested? We’d love to hear from you

Feel free to call or leave a message at:
**0412 740 322**

We welcome applicants from all backgrounds. Whether you're starting out or bring experience, we're looking for someone with a great team fit who’s open to learning and growing with us.

**Acknowledgement of Country**

We acknowledge the Traditional Custodians of Country throughout Australia and their connections to land, sea, and community. We pay our respects to Elders past and present and extend that respect to all Aboriginal and Torres Strait Islander peoples today.

**Job Types**: Full-time, Part-time

Pay: $28.00 - $32.00 per hour

Expected hours: 30 - 38 per week

Schedule:

- 8 hour shift
- Day shift
- Morning shift

Work Authorisation:

- Australia (required)

Work Location: In person

Expected Start Date: 25/08/2025