Administration Support Officer

We are looking for a part-time Administration Support Officer to join our admin team based at the Gawler clinic. The role is for 22-28 hours per week and can be either permanent part-time or a casual contract.

Reporting Relationships
Principal Practitioner (Kirsty Roney), Physio Team Leader (Brooke Simmons), Admin Team Leader (TBA), Finance Team Leader (TBA)

Collaboration Relationships
Patients, practice staff, suppliers, health/medical professionals, Private Health Insurers.

Qualifications
Higher School Certificate; Experienced in the application of business systems/procedures.

About Physio-Wise

Physio-Wise started in Lyndoch in 1997 and has continued to grow with new physios joining the team. We currently have 7 physios working in clinics at both Gawler and Lyndoch. Physio-Wise provides individuals with many forms of treatment for a variety of physio conditions. All of our physios are fully qualified with a Bachelor of Applied Science in Physiotherapy. In addition to our physiotherapy treatments, we also have Remedial Massage Therapists who can assist with a wide range of conditions. We pride ourselves in client-centred care and whole heartedly believe that each client requires a personalised treatment plan to reach their goals. We are a small, experienced team and the variety of our work means we have a dynamic environment that can change day to day.

The Opportunity

The purpose of this position is to support the delivery of effective physiotherapy treatment to patients as well as providing a positive experience for the patients in their dealings with the practice. The role encompasses a range of office and administration responsibilities that are aimed at ensuring services can be delivered efficiently and effectively as well as contributing to the ongoing development of the business.
The quality of the overall Physiotherapy client experience relies heavily on this position as it is the front line for the organisation. The role provides the initial and final contact with the patient and as such it is critical in providing a positive image. It is imperative that this role communicate clearly and in a timely manner with clients.

Our ideal candidate is a vibrant individual who excels at communication, both with clients and colleagues. They would have excellent organisational skills paired with proficient use of computer based software including the Microsoft Office Suite and previous experince with a practice management system would be an added bonus. The candidate should have a strong customer service focus with the ability to handle difficult clients and the ability to function independently and within a team.

What We Are Looking For

Skills & Experience

Good communication skills.

High quality interpersonal skills.

Understanding of computer based practice management systems, word processing and spreadsheets.

Demonstrated commitment to high standards

Demonstrated empathy for the needs of patients

Good time management and prioritisation skills

The ability to adapt to changing environments

A strong customer service focus with ability to handle difficult patients

The ability to function independently and within a team.

Experience with managing patients and liaising with referrers and suppliers in private sector

Technical Competencies

Greet Patients/Visitors
Meet and greet patients/visitors, make them feel welcome and comfortable show them necessary amenities.

Answering Telephone Inquiries
Screen calls, take messages as appropriate, and re-direct calls as appropriate and take adequate messages when required. Respond to general enquiries. Generally should not give medical / physiotherapy advice.

Handle Mail/Email
Pick up and refer mails/emails as appropriate or gather information for follow-up. Open and date stamp all general correspondence.

Appointment Book Management
Monitor the diaries and movements to ensure commitments are met or dealt with appropriately and the relevant person is informed.

Marketing Activities
Contribute to the marketing and promotion of the practice. Prepare marketing materials as directed. Assist in preparing the practice newsletter and other promotional material. Assist in preparing regular marketing correspondence to referrers and client groups. Collect and collate patient satisfaction survey information. Liaise and maintain positive communications with patients.

Preparation of Treatment Rooms
Ensure treatment rooms are prepared, stocked and available for appointments at all times. Ensure adequate supplies and equipment are available.

Payments & Financial Transactions
Efficient patient payment processing; understanding of payments systems, e.g. TYRO, in cooperation with the Practice Principal. Maintain accounts receivable by invoicing patients, post/email payment of invoices, track non-routine and miscellaneous services for which associates, residents or vendors should be billed or credited.

Secretarial Support
Provide word-processing and secretarial support.

IT Support
In cooperation with the Admin Team Leader assist with the operations of all computer systems and programs.

Practice Support
Maintain an adequate inventory of practice supplies. Monitor the use of supplies and equipment. In cooperation with the Admin/Accounts Team Leaders assist with and coordinate the repair and maintenance of practice equipment.

Special Projects
Carry out special projects as allocated by Team Leaders, overseen by Admin Team Leader.

Filing
Develop and maintain the general filing system and file all correspondence.

Personal Competencies

Professional Customer/Patient Service Skills
Concerned to provide an ethical, prompt, efficient and personalised service to all clients/patients. Goes out of way to ensure that individual customer/patient needs are met.

Communication Skills
Written communication – Communicates ideas on complex and sensitive issues clearly in writing, selecting language, tone and format to suit target recipients.
Verbal communication – Speaks in a clear succinct manner and tailors language to suit target audience.

Interpersonal Skills
Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.

Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Attention to Detail
Always seeks to provide “finished product”. Takes pride in output; analyses issues from different viewpoints, to identify hidden problems. Reads and checks documents thoroughly.

Teamwork/Cooperation Skills
The ability to work with other people towards a common goal. To establish effective collaborative relationships with peers.

Results Orientation
Knowing what results are important and focusing resources to achieve them.

Complex Problem Solving
In cooperation with the Practice Principal identify complex problems and review related information to develop and evaluate options and implement solutions.

Time Management
Ability to manage your own time and the time of others.

Judgment and Decision Making
Considering the relative costs and benefits of potential actions to choose the most appropriate one, in cooperation with the Admin Team Leader.

Social Perceptiveness
Being aware of others' reactions and understanding why they react as they do.

Versatility
Able to modify one’s own behavioral style to respond to the needs of others while maintaining one’s own objectives and sense of dignity.

Positive Team Interaction
Able to cooperate and maintain a positive motivation working with both individuals and groups towards a common goal.

What We Offer

You will be working with a great team. We are genuinely invested in developing and growing our people and over our 26 years we have refined our systems so that you can be empowered to make a difference in people’s lives.

We support and subsidise professional development, both in house and external.

We provide flexibility with rosters. We are open to a casual or a permanent part time position for a minimum of 22 hours per week with the flexibility to work up to 30 hours per week.

We believe that skilled and happy staff are the most important asset to our business and are crucial to the success and longevity of the clinic.

Applications
The job description can be downloaded at www.physio-wise.com.au/client-info/pdf-downloads/job-descriptions/administration-support-officer

All applications must be submitted through Seek with a cover letter and CV. Applications can be addressed to Skye Barrowcliffe. If you have any further questions about the role, please email [email protected]