Reception/Administration Officer

2 days ago

Melbourne, Victoria, Australia Hope Kids Ot Full time

Hope Kids OT is a growing private practice that offers family-centred, neurodiversity affirming Paediatric Occupational Therapy services to children from birth through to adolescence.

**Reception & Administration Support**

We are currently recruiting for exceptional customer service and administrative team members to support to the business to ensure the team is able to deliver quality and timely services to clients. We have a part time position available ( Thursday and Friday 9am to 5pm ) at our Wantirna location.

**Your primary responsibilities will include**:

- Greet and welcome clients, families and visitors
- Answer, screen and forward incoming phone calls
- Manage intake process for new clients; discussing processes and expectations, completing relevant paperwork and booking in relevant appointments
- Manage appointment bookings and cancellations for both clinic and school/offsite
- Gather medical records and reports in preparation for consultations
- Process client and third-party payments including issuing invoices and receipts
- Attend to account enquiries or escalate to appropriate person
- Provide financial management support to Director including following up bad debts, preparing and balancing daily banking as appropriate.
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, business cards) along with supporting the general cleanliness of the practice including bathrooms, rubbish bins, common areas and kitchen to ensure a safe and clean practice for all staff and clients.
- Update all relevant systems to ensure client, referring doctor and other relevant information is correct.
- Maintain office security by following safety procedures and controlling access via the reception desk
- Update, maintain and contribute to the ongoing improvement of business processes and systems
- Participate in regular company team events as required
- Actively contribute to a safe and healthy work environment
- Handle and store client information in line with privacy and confidentiality requirements
- Any other duties as reasonably requested

**Technical Skills, Experience & Qualifications**:

- Must have a Right to Work in Australia
- Experience in reception/admin for medical or similar private practice
- Knowledge of NDIS and other funding bodies would be an advantage
- Sound computer and customer service skills

**Key Capabilities**:
**Professionalism - **representing Hope Kids OT in a friendly and helpful manner, ensuring a customer focus at all times
**Communication & teamwork - **the ability to get your message across in a positive way, to actively listen and work cooperatively with those around you

**Initiative
- **you use your knowledge and skills to proactively and systematically work through issues as they arise.

**Empathy - **the ability to maintain an awareness of others feelings and emotions in the context of your interactions with them
**Accountability - **take responsibility for actions and outcomes in performance of duties.

**Problem Solving - **Ability to "think on one's feet", investigate and provide solutions
**Information Technology - **you are able to use the systems provided to you and are willing to learn and accept new technology.

We look forward to hearing from you

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

Pay: $23.00 - $25.00 per hour

Expected hours: 15 - 30 per week

Schedule:

- 8 hour shift

Work Authorisation:

- Australia (required)

Work Location: In person

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