Elevate Your Career as a Client Operations & Relationship Officer for a Busy Allied Health Clinic

Are you a highly-skilled administrator and proactive problem-solver looking for employment in a private practice that feels like family, values your specialist skills and interests, is motivated to support your career goals and aspirations, and is focused on flexibility and work enjoyment? If that resonates with you, then keep reading on to discover your next career opportunity.

Wide Bay Therapy is a dynamic, evolving, and fun multidisciplinary team driven to achieve exceptional client outcomes.

Our Values

The Wide Bay Therapy team demonstrates a passion for innovation and learning, providing consistent services and outstanding outcomes for our community. Empowering our clients is vital through excellent communication, compassion, and understanding. If these values align with yours and you feel like this is where you want to invest your time, then we encourage you to join us.

The Role: More Than Just Reception

We are seeking an experienced and proactive Client Operations & Relationship Officer to be the backbone of our busy clinic's daily operations on a permanent, part-time basis. This is a pivotal role that goes far beyond traditional reception duties, requiring exceptional organisational skills, a strong ability to manage complex funding models, and a genuine commitment to optimising clinic flow and client experience.

The current opportunity is for Monday, Wednesday, Thursday afternoons from 2:15 pm – 5:15 pm, and Friday 9:00 am – 5:00 pm (16.5 hrs per week). As our clinic continues to expand, there may be opportunities for increased working hours. Please note: The shift times are not flexible.

You will be the welcoming face of our clinic, but your impact extends to orchestrating client journeys, navigating diverse funding streams, and ensuring seamless clinic efficiency. You'll play a critical role in supporting our clinicians, allowing them to focus on delivering outstanding care. You will report to the Client Relationship Team Leader (Practice Manager).

Main Duties & Responsibilities

Orchestrating daily clinic operations, encompassing the meticulous management of complex appointment schedules across multiple clinicians, optimising clinic flow and ensuring seamless patient journeys.

Expert navigation and management of diverse funding streams, including NDIS, Medicare (EPC), private health funds, My Aged Care, and DVA, ensuring accurate and compliant billing, invoicing, and reporting across varied funding models.

Cultivating an exceptional client experience from initial contact to ongoing support, proactively addressing client enquiries and concerns with empathy and effective solutions.

Answering phone calls and emails from clients, referrers, and other external stakeholders with highly developed interpersonal and communication skills.

Proactively taking payments, completing invoicing, and performing reconciliation duties.

Utilising Cliniko (clinic software) and Xero accounting software competently.

Upholding confidentiality and privacy standards in accordance with the Privacy Act.

Assisting therapists and other support staff with administrative duties as required, taking initiative to anticipate needs and streamline processes.

Completing daily closing and opening duties, including light cleaning tasks.

Meeting KPIs as developed for the role, contributing to clinic efficiency.

Skills and Experience

Minimum of two years of experience in a dynamic administrative or operational support role, preferably within a clinic, medical, or allied health environment, demonstrating proficiency in managing complex workflows.

Proven ability to manage diverse funding types and strong understanding of relevant billing procedures (e.g., NDIS, Medicare, My Aged Care, DVA).

Exceptional communication skills, both verbal and written, with a professional, compassionate, and courteous demeanour.

Superior organisational skills and impeccable attention to detail, with a demonstrated ability to multitask, prioritise effectively, and think critically in a fast-paced environment.

Excellent computer skills, specifically working with Microsoft Outlook, Word and Excel. Preferred experience using clinic-based software (Cliniko, or similar).

Ability to work autonomously with minimal supervision and as a collaborative member of a high-performing team.

A strong focus on client well-being and compassion. Experience working with people in the disability field is welcome.

Remuneration

The compensation for this permanent part-time role ranges from approximately $33 to $37 per hour + super, depending on your experience and skills.

Apply Now

If you are a driven, organised, and client-focused administrative professional who thrives in a dynamic environment, we encourage you to apply.

Please provide a cover letter and CV outlining your experience for this position and how you meet the requirements of this unique role. Please do not apply for this position if the outlined working hours do not suit you.

Previous applicants need not apply.

All applications are to be forwarded to Practice Manager Karyn Post at [email protected].