Position Description – Receptionist

Applicable Industrial Instrument: Health Professionals and Support Services Award 2010 [MA000027]

Title under the Award: Support Services Employee Level 3

Employment Status: Full-time

Reports to: Michelle Harris (Director) and Simon Kinsella (Director)

Location: Suite 310, Level 3, 2 Queen Street, Melbourne, 3000

Start date: ASAP

Contact for Applicants Simon Kinsella. [email protected]

General Purpose of Position:

To provide excellent reception and secretarial services to all clients, practitioners and staff in a calm, patient, caring and supportive manner.

To maintain confidentiality of all information. To provide flexibility in practice staffing arrangements.

To ensure the smooth running of day-to-day tasks throughout the reception area

Essential Duties and Responsibilities

In accordance with policies & procedures:

Answer the telephone in a prompt, courteous and professional manner

Receive and clearly convey messages in writing, verbally and electronically

Liaise with clients in a considered and compassionate manner

If applicable, liaise with clients’ families in a compassionate manner

Liaise with psychologists, staff, and other professionals clearly and effectively

Maintain and follow up a standby list for clients waiting to see a psychologist

Maintain an up-to-date diary for each psychologist

Bill patients and provide receipts accordingly

Process HICAPS Claims (whether manual or online) and provide documentation to clients

Undertake Banking procedures

Operate all aspects of EFTPOS machine

Fax documents

Scan documents

File documents

Prepare documents for mail-out

Open, stamp appropriately and distribute all mail

Type documents as required with a high level of accuracy

Clean consulting rooms in between sessions. Monitor stationery and/or office supply levels to maintain a working supply at all times.

Book and organise staff and/or professional meetings as directed

Clean reception space daily and contribute equitably to maintaining the cleanliness of the practice

Maintain office dress standards

Any other administrative duties as directed by

Essential Qualifications, Education, and/or Experience

Excellent interpersonal skills

Able to communicate effectively with a variety of people

Able to work independently or as part of a team

Proficient in use of computer, keyboard and Microsoft Windows

Understanding of Medicare Benefits Schedule

Authority

The areas of authority the staff member is required or allowed to exercise are:

Use judgement in conveying information to clients, professionals and other relevant authorities

Operate within the organisation’s policies and procedures and within the scope

Of the staff member’s professional expertise

Hours

The successful applicant must be able to work on Thursdays, and will preferably be able to work a total of 2 days per week. Core hours are 9-5 Monday to Friday, with the possibility of additional hours after 5pm on Tuesday, Wednesday and Thursday.

Pay rate

The position attracts the rate of pay applicable to under the award, and is subject to annual pay increases on July 1 of each year.

The award wage as at July 1, 2024 is

Classification Hourly pay rate (week days)Support services employee level 3 $33.56

Please note, we are closed on all Sundays and public holidays

Values

CPConsulting expects employees to display the following values:

An ethical approach

Respectful behaviour towards all stakeholders

Collaboration wherever possible and appropriate

Flexibility and Adaptability to meet the needs of our business and our clients

Proactivity and Initiative

Discretion and awareness of the privacy of the sensitive information we deal with.

Consistency with greeting clients in a friendly and respectful manner

Position Review

This position will be reviewed in 3 months initially and then on an annual basis.

Award Definition

Under the Health Professionals and Support Services Award a Support Services Employee (ma00027) level 3 is defined as follows:

B.1.3 Support Services employee—level 3
An employee, other than an administrative/clerical employee, at this level:

is capable of prioritising work within established routines, methods and procedures;

is responsible for work performed with a medium level of accountability or discretion;

works under limited supervision, either individually or in a team;

possesses sound communication and/or arithmetic skills; and

requires specific on-the-job training and/or relevant skills training or experience.

An administrative/clerical employee at this level undertakes a range of basic clerical functions within established routines, methods and procedures.

Indicative roles performed at this level include receptionist