Administrative Assistant

**About Us**:
Therapeutic Healing and Counselling Gippsland are a small, local team of Counsellors, Psychologists, and other Trauma-Informed Practitioners (including Support Workers, Behaviour Specialists and Support Coordinators), providing therapeutic supports and services to individuals and families through a range of modalities. Our services are accessible through various mediums, including our clinic space in Moe, telehealth, outreach (in-home), and outdoor therapy. We provide services tailored to meet the needs of each individual, family or group. By being flexible and working collaboratively with our clients and their supports, we aim to provide wrap-around support that promotes sustained change and improved quality of life.

**About the Role**:
Administration and client services roles are essential to the maintenance of a well-functioning business that succeeds in servicing clients, ensuring quality of care. At THACG, our administration team will report to the director and business manager. Our administration assistant will provide day-to-day administrative support to staff members of the site and co-ordinating the support to the running of the services as required.

Duties and responsibilities include but are not limited to:

- Ensuring the delivery of professional, caring and friendly services to our clients, and referrers
- Completing intake process for new counselling and assessment service clients including, collecting client details, discussing expectations, and providing information about services.
- Data collection including, inputting client details into our practice management software (Halaxy) and uploading referral letters and approval documents to client files
- Calendar scheduling and administration support for clinicians which includes, rebooking clients, monitoring reminder message system, following up cancellations and adjusting of client times as required
- Scheduling and organising staff diaries including managing appointments in Halaxy and Outlook calendars
- Monitoring company phone
- Liaising with clients, external referrers and stakeholders such as NDIS fund managers, support coordinators, and case managers
- Invoicing clients and external parties
- Attending weekly allocations meetings for new referrals

**About You**:

- Demonstrated ability to prioritise work within established routines, methods and procedures
- Demonstrated ability to work under limited supervision, individually or in a team and provide handovers to colleagues
- Demonstrated ability to perform work with a medium level of accountability or discretion
- Willingness to learn relevant skills or tasks in administration as required
- Solid understanding of Microsoft Office software including Teams
- A strong commitment to high quality care
- Demonstrated ability to complete tasks in a timely manner
- Demonstrated ability to maintain professionalism when liaising with all external stakeholders
- Demonstrated ability to maintain continuity of administration supports for clients

**Qualifications**:
Nil qualifications required

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

**Salary**: $22.71 - $28.00 per hour

**Benefits**:

- Professional development assistance

Schedule:

- Afternoon shift
- Day shift
- Monday to Friday
- Morning shift
- Shift work

Ability to commute/relocate:

- Moe, VIC: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Microsoft Office: 1 year (preferred)
- Administration: 1 year (preferred)

Work Authorisation:

- Australia (preferred)

Work Location: One location