Operations Assistant Role at Posity: Exceptional Career, Unmatched Perks

Job Highlights:

Attractive salary package.

3-week onboarding program with scheduled shadow session to help you ease into the role and get comfortable with new systems and teams at Posity.

Professional Development allowance.

Access to Employee Assistance Program (EAP) – 6 sessions per issue per year.

Extra leave day for your birthday.

Novated Lease for vehicles.

Travel allowance.

Free yearly car service.

Wellness/gym allowance.

Equipment allowance (MacBook laptop and iPhone).

Performance Bonus.

Opportunities to get involved with projects.

Regular social and team gathering.

Your Dream Role Awaits:

We’re on the lookout for a proactive, organised, and resourceful Operations Assistant to join our growing team at Posity, where we provide meaningful occupational therapy services to children, adolescents, and adults. This role is pivotal in supporting our clinic operations, systems, and people — ensuring that everything behind the scenes runs smoothly so our clinicians can focus on delivering life-changing therapy.

Based in our Bundoora AND Blackburn clinics, you’ll work closely with our leadership team, admin, and clinical staff to provide support across daily operations, team coordination, scheduling, supplier management, and project execution. If you’re someone who enjoys being the engine room of a business and takes pride in getting things done, this is for you.

The Purpose:

The purpose of this role is to assist in the smooth running of all day-to-day operational activities across our clinics. The Operations Assistant will ensure systems and processes are functioning efficiently, help streamline internal workflows, and proactively address the needs of the team and the business as a whole.

Your presence will create consistency, reduce friction, and contribute to an empowered, high-performing team culture — helping us deliver the best possible service to our clients and families.

A step above the rest:

We understand that the right environment can significantly enhance your work satisfaction and career growth. That's why we've tailored a role that's not just about the work you do but also about the exceptional benefits you enjoy.

We are looking for a motivated and dynamic candidate to support the operations and leadership of our team and the ongoing growth and development of the service.

At Posity, we pride ourselves on more than just job descriptions. We build careers that align with your personal and professional aspirations.

Your responsibilities include:

Assist with the day-to-day operations of the clinic to ensure efficiency and a high standard of client care.

Invoices

Send invoices to clients and fund managers.

Xero, Bank account and CRM reconciliation.

Follow up with overdue invoices.

Manage and action the invoicing enquiries.

Social Media

Create social media posts for the Practice Admin side of the company.

Record videos and reels for the social channels.

Collaborate with OTs with story creation for social media channels.

Service Agreements and Support Plans.

Send Service Agreements and Support Plans.

Follow up with pending signatures.

Follow up with Medicare and NDIS Plans.

Delivering ad-hoc tasks given by the leadership management - business development, workflow, etc.

Update HR spreadsheet and follow up with missing/expired documents from staff.

Staff Meeting Minutes taking and follow up on action plans (once a month).

Organise and manage staff Car Service schedules.

Organise and manage staff Birthday present schedule.

Purchase items on the Stuff We Need channel.

Slack channel management.

Referral Network for the OT & Allied health world:

Create a list of all Universities, organisations and companies who may need our services,

Create a list of all expos, conferences, career expos, business expos to attend OR exhibit,

Plan to attend OR exhibit - assist with marketing, materials, etc.

Office decoration and presentation - furniture, plants, photo frames, etc

Assist with onboarding new staff.

Gather Google Reviews.

Client Exit/Transition process.

Data input and maintenance for our practice management software, Google Suite, etc.

Resource making and laminating.

What we are Looking For:

We recruit on the philosophy of finding the best cultural fit for our team, with a focus on personality, attitude and long-term career potential.

Previous experience in an administrative, operational support, or coordination role

Strong organisational and time-management skills, with the ability to juggle multiple priorities

Confident using technology – including Microsoft Office, Google Workspace, and scheduling or task management tools (e.g., Trello, Asana, or similar)

High attention to detail and a proactive, solutions-focused mindset

Strong verbal and written communication skills

Ability to work independently as well as part of a team

Friendly, approachable, and professional manner

Australian working rights

Bonus but not essential:

Experience working in an allied health, NDIS, or clinical setting

Familiarity with practice management software (e.g., Cliniko, Power Diary, or similar)

In short, a people’s champion and a wizard with getting tasks done!

Key Capabilities:

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.

Professionalism – representing Posity 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.

If this is you, then we want to hear from you. Apply by clicking on the apply button!

Applications without a cover letter will not be considered.

Benefits:

Career progression opportunities.

Access to regular support and supervision.

Access to professional development activities.

Experience an unparalleled workplace culture and access to regular social events.

Be a part of a true family-centred service that focuses on coaching and evidence-based practices.

Access to pay rates above award that are reviewed regularly based on performance, not just years of experience.

Be part of a passionate team that is supportive of work-life balance.

Opportunities for job diversity including project work.

Gym membership and other allowances.

Who We Are:

At Posity, we support people with disabilities to live great lives. It is the reason we exist – we bring positivity in all that we do. We are an established and highly regarded Allied Health practice, looking for like-minded people who share the same values of person-centred care, empowerment and education, and strength and evidence-based practice.

We are a close-knit team who work together to create a fun and supportive environment where career progression and learning is valued. We believe that when our people love their work, the best outcomes for our participants are achieved.

Find a career, not just a job! Stand-out performers have the opportunity for career advancement with Posity.

This is what our staff say about the company (according to November 2022-2023 survey):

Up to date and efficient technology supports, to make work systems and process seamless.

Responsive debriefing and clinical supervision and supports.

Respectful, fun and inspiring environment.

A focus on evidence-based interventions to support participants life goals

Pizza and cappuccino runs as required 😁

An environment where your ideas and feedback is respected and encouraged

Flexible and reasonable managers.

Our workplace embraces cultural diversity and is accepting and promoting diversity in a range of aspects.

Professional - the focus on professional skills and the environment that stimulates learning.