Receptionist & Administrative Assistant/Client Relations Officer

About Us

At The Nurturing Hand Supports and Therapy, we provide compassionate, neurodiversity-affirming occupational therapy for children and families.

We believe children thrive when they feel safe, connected, and celebrated for who they are. Working alongside families, schools, and communities, we create supportive environments that nurture growth and confidence.

Through play-based, strengths-focused approaches, we support children with developmental delays and neurodivergent presentations to build skills, resilience, and a strong sense of self.

The Role

This position blends reception, administration, and client relations. You will be the first point of contact for families, ensuring they feel welcomed and supported. You'll also manage our practice systems and communications so that our therapists can focus on delivering therapy.

Key responsibilities include:

• Handling incoming phone calls, emails, and enquiries with warmth and professionalism
• Contacting and liaising with parents, plan managers, schools, and third parties
• Coordinating referrals and managing the full intake process (phone, email, website, word of mouth)
• Booking and managing appointments in our practice management system (Zanda)
• Following up with families and maintaining ongoing client communication
• Supporting staff at The Nurturing Hand with scheduling and communication
• Collating invoices, tracking payments, and following up outstanding accounts
• Maintaining referral and client tracker sheets to ensure no families are missed
• Upholding confidentiality, privacy, and professional communication at all times

About You

We're looking for someone exceptional who will be our happy, warm, and attentive front of house.

Essential skills and attributes:

• Minimum 2 years' administration or customer service experience
• Excellent communication and interpersonal skills with a welcoming manner
• Strong organisational skills and attention to detail
• Ability to manage multiple tasks and priorities confidently
• Competence in Microsoft Office and willingness to learn practice software (Zanda training provided)
• Respect for confidentiality and professionalism in all client interactions
• Good rapport with children and families (highly preferred)

Desirable:

• Experience or understanding of the NDIS
• Managerial or supervisory experience

Please note: We are unable to accept university students for this role. The position requires full availability and offers gradual growth in hours as our team expands.

Why Join Us?

• Work with a small, supportive, and passionate team making a real difference for families
• Part-time role with flexible hours (approx. 15 hours/week to start, with potential to grow)
• Training and ongoing support provided
• Inclusive, neuro-affirming, and values-driven workplace
• Opportunities to grow as the practice continues to expand

Position Details

• Location: Northern Suburbs, Melbourne (office + remote admin flexibility)
• Hours: Part-time, approx. 15 hours per week across weekdays
• Pay: Clerks – Private Sector Award (Level 1+) with competitive above-award rate depending on experience

How to Apply

If you are organised, caring, and passionate about supporting families, we'd love to hear from you.

Please send your resume and a cover letter outlining why you would be a great fit for this role to:

Job Type: Part-time

Pay: $24.95 – $26.50 per hour

Expected hours: 14 – 20 per week

Benefits:

• Work from home

Application Question(s):

• "This role requires balancing professionalism with warmth, as you will often be the first point of contact for families who may feel anxious or overwhelmed. Can you share an example of a time when you helped someone feel supported and at ease while also managing the practical details of the situation?"

Education:

• Diploma (Preferred)

Work Location: In person