20 hours per week with a view to expansion (salary pro rata)

Are you an exceptional Executive Assistant at the top of your game, seeking a new challenge? Independent OT Medco Legal is looking for a highly organised and detail-oriented Case Coordinator / Executive Assistant to join their team. In this critical role, you will act as the Executive Assistant to the Principal occupational therapist and be responsible for managing the entire job flow, from the initial referral through to post-assessment reporting.

Your key responsibilities will include:

Job Flow Management: You will handle the full process for new referrals, including adding them to the company's records, scheduling appointments with clients and lawyers, and finding available dates for occupational therapists (OTs). You will also manage the job flow before and after receiving client records and assessments. This involves confirming appointments with OTs and clients, creating necessary folders and documents, and tracking the progress of reports.

Administrative Tasks: Your administrative duties will involve reviewing and entering contractor invoices into MYOB, creating bills, and preparing fortnightly supplier payments. You will also be responsible for social media tasks such as creating LinkedIn posts and blogs, as well as helping to develop new procedures and templates.

Report Reviews: You will conduct thorough reviews of reports to check for accuracy in grammar, punctuation, meaning, and calculations.

Communication: You will draft correspondence and emails for clients and referrers. Additionally, you will send calendar invitations to OTs that include relevant client details like their address, diagnosis, and contact information.

To be successful in this role, the following skills are essential:

Proficiency with Digital Tools: You will need to be a guru in the use of Google Workspace and the Google suite. Proficiency with other technologies like Canva, LinkedIn, and SnagIt is also required.

Exceptional Attention to Detail: This is a crucial skill for proofreading legal documents and making sure all client information is accurate.

Strong Written Communication: The ability to write clearly and professionally is vital for drafting correspondence to clients and referrers.

Flexibility and Adaptability: You will need to be a proactive problem-solver who can handle ad-hoc tasks and is willing to take on new duties as they arise.

Team Player and Great Communicator: You will need to be able to work closely with OTs and other team members, requiring strong collaboration and communication skills to ensure a smooth job flow and effective client management.

If you are the right person to join our team then you will love your job and thrive in a positive work environment where you are surrounded by people who don’t cut corners; value their role and their position in the team; and who always aspire to keep growing and learning.