Reception/Administration Assistant

Receptionist / Admin Support

Location: Ballina, NSW (on-site)

Clinic: Sunshine Speech & Allied Health

Reports to: Clinic Manager

Employment: Permanent Part-Time — Monday, Tuesday, Thursday & Friday (set hours with some flexibility)

About us

Sunshine Speech & Allied Health is an integrative, inclusive and compassionate clinic in Ballina, delivering Speech Pathology and Occupational Therapy for all ages. We step away from a deficit-based model—our practice is client-centred, strength-based, relationship-focused and proudly neurodiversity-affirming. Our goal is for every client to feel valued and empowered to engage confidently in their community.

Position purpose

Provide a warm, organised and reliable first point of contact and a seamless front-of-house experience that reflects our inclusive, person-centred values. You'll own the front desk—triaging enquiries, coordinating bookings and rooms, and ensuring timely, accurate billing and claims—so each day runs smoothly and clinicians can focus on high-quality care.

The role

• Client experience & front-of-house: Welcome clients, check-in/out, assist with forms; keep the waiting area calm, tidy and accessible.
• Bookings & calendars (PracSuite): Schedule/reschedule, send reminders, manage waitlist and room allocations; apply the cancellation/DNA policy fairly.
• Intake & onboarding: Triage new enquiries; collect key details (NDIS plan type/manager, Medicare referral, GP); send onboarding pack/service agreement; file consents.
• Billing & claims: Process EFTPOS and HICAPS/health-fund, Medicare (HPOS/PRODA) and NDIS (portal/plan-manager) claims; issue invoices/receipts; complete end-of-day reconciliation and banking.
• Communication: Manage phone, email and SMS with a friendly, professional tone; provide clear updates; escalate urgent matters promptly.
• Admin support & facilities: Scanning/filing, mail, stock orders, basic printer/IT triage and vendor calls; keep therapy rooms presentation-ready.
• Compliance & safety: Maintain client confidentiality and records; follow infection control and WHS procedures; log incidents/maintenance requests.

What you'll bring

• Availability Mon/Tue/Thu/Fri; reliable and punctual.
• Reception/admin experience (health or community preferred).
• Tech-confident: practice software (PracSuite or similar), Google Drive, cloud docs; accurate data entry and attention to detail.
• People-first communicator: calm, empathetic, solutions-focused—especially under pressure.
• Understanding of NDIS/Medicare/private health workflows (or ability to learn quickly).
• Checks: NSW WWCC (employee), NDIS Worker Screening, National Police Check (or willingness to obtain). Current First Aid/CPR preferred.
• Work rights: Unlimited right to work in Australia.

What we offer

• Award-aligned pay: Health Professionals & Support Services Award (Support Services—level commensurate with experience) + super.
• Onboarding & training: Clear procedures, checklists and supportive handover.
• Purpose-driven, friendly team culture; regular feedback and growth opportunities

Apply now using the link below.

We are an inclusive, equal-opportunity employer. We warmly welcome applications from Aboriginal and Torres Strait Islander peoples, people with disability, culturally and linguistically diverse communities, and LGBTQIA+ folks. If you need adjustments to participate in the recruitment process, please let us know and we'll make it work.Apply

Job Types: Part-time, Permanent

Pay: $25.00 – $35.00 per hour

Expected hours: 25 – 32 per week

Application Question(s):

• What days/hours can you regularly work?
• Experience with healthcare admin (NDIS, HICAPS, PracSuite/Nookal)?
• Do you hold (or can you obtain) WWCC & NDIS Worker Screening within 6 weeks?

Work Location: In person