Reception & Administration Support

We are looking for the next smiling face to greet our lovely families and support our therapists with the daily runnings of our paediatric practice.

To provide exceptional customer service and administrative support to the business to ensure the team is able to deliver quality and timely services to clients. This position is a part time position, 30 hours per week, Monday to Thursday, 8:45am - 4:45pm.

Kerri-anne Telford Paediatric Occupational Therapy is a paediatric Occupational Therapy practice providing children and their families with goal based, family centred therapy in a fun and supportive environment. Services can be provided in a clinic, home or educational setting with the view of optimising participation, confidence and happiness.

Responsibilities:

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
• Attend to enquiries; Providing clear and accurate information in-person and via phone/email
• Provide clear and accurate information in-person and via phone/email
• 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 and kitchen.
• 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
• Perform administrative duties such as filing, photocopying, transcribing and emailing, ordering office supplies and keeping inventory of stock.
• Update, maintain and contribute to the ongoing improvement of business processes and systems
• Participate in regular and ongoing professional and personal development activities and company events as required
• Actively contribute to a safe and healthy work environment
• Handle and store client information in line with privacy and confidentiality requirements
• Support general cleanliness of the clinic and empty bins, vacuum, wipe over toilets regularly to ensure safe and clean practice for all staff and clients.
• Any other duties as reasonably requested
• Skills in social media, meta business suite and Canva advantageous.

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
• Competence in using Canva and social media platforms are advantageous.

Key Capabilities:

Professionalism – representing Kerri-anne Telford Paediatric Occupational Therapy 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.

To apply please email your cv [email protected]

The position will be available until the position is filled with a suitable candidate.