Administration Assistant

We are a busy children's therapy practice and looking for a permanent part-time administration support officer to join our paediatric practice. The successful applicant will work as an important member of the team by providing administrative support to our friendly therapy team and assisting with coordinating our client appointments, processing transactions, invoicing and ad-hoc admin tasks as well as, welcoming our clients to the centre and responding to enquiries. We are looking for someone that is able to work a fixed 36.50 hours per week, but also be flexible to fill in as needed for when other admin staff are on leave such as annual leave and sick leave which may include covering the occasional Saturday morning. You will be working within a team of administration support officers therefore, it's essential to be a team player.

It is essential the applicant be well presented and enjoys working with children and be able to cope with a noisy and busy environment. The applicant needs to have a good eye for detail and excellent customer service skills. Being able to build rapport with parents and children is necessary as the main person on the front desk and often the point of call for our families calling and attending the service. We mostly work with young children with varying disabilities therefore you need to be a person of integrity, patience and understanding.

Knowledge of the National Disability Insurance Scheme and medical referral process is beneficial however, we are happy to train the right person for the job.

This position will be reporting directly to the business manager and/or practice manager.

**The duties include**:

- Opening and closing procedures
- Greeting clients, answering the phone and making or coordinating appointments.
- Keeping the database and waitlist up to date
- Keeping track of the appointments in the diaries and clients attendance
- Preparation of files and documentation
- Setting up new clients in the system and following up on intake documentation.
- General liaison and sending correspondence to clients.
- General data entry
- Processing, scanning incoming and outgoing correspondence (referral, medical reports) to the database.
- Helping out with group preparation/coordinating feeding group clients, which includes some easy food preparation.
- Following up daily on payments and reconciling transactions have balanced.

**Essential Criteria**:

- Certificate III or above in office administration or similar
- Being able to work independently and autonomously is essential.
- Being able to prioritise workflow and manage time to ensure invoicing is completed by end of the day is essential.
- Experience using and working with Practice Management Software
- Experience working in the allied health or medical sector is highly regarded.
- Understanding the NDIS process is beneficial as a large portion of our work is with NDIS participants
- Experience working with the Medicare
- Working with Children Check is essential
- NDIS worker screener is essential
- Excellent written and verbal communication
- High level of computer skills with an adequate typing speed of 35-40wpm
- Attention to detail and meticulous data entry is essential.
- Be reliable and possess a strong work ethic
- Ability to work in a face-paced environment
- A fast learner with using a variety of apps and platforms
- Demonstrated ability to be a team player

**Days the practice operates: Monday to Saturday**

Being available to work during our practice hours of operation is required and flexible with covering when team members are on annual leave or sick leave.

Initial training period will require Saturday (7:30am to 1:30pm)

**Fixed Work hours**:

- Monday 12pm to 6pm
- Tuesday 9am to 4:30 pm
- Wednesday 9am to 4:30pm
- Thursday 9am to 6pm
- Friday 9pm to 6 pm

**Job Types**: Part-time, Permanent
Part-time hours: 36.50 per week

**Salary**: $27.00 - $30.00 per hour

Schedule:

- Fixed shift

COVID-19 considerations:
COVID-19 considerations: Mandatory vaccination policy applies.
We have a COVID-19 safety plan in place and policies and procedures to manage COVID-19 in the instance of increased numbers in the area or should a lock-down circumstance arise.

**Education**:

- Certificate I - IV (preferred)

**Experience**:

- Administration or office work: 1 year (preferred)
- NDIS, medical or allied health: 1 year (preferred)

Licence/Certification:

- Working with Children Check (preferred)
- NDIS worker screener (preferred)
- NSW Drivers Licence (required)

Work Authorisation:

- Australia (required)