Person Centred Psychology & Allied Health is a busy practice in the heart of South Melbourne. Built on a foundation of care and excellence, we are looking for a career administrator who can step in to the Office Manager role and shine. You will provide a central role in the day to day running of the practice, building strong relationships with clients, clinicians, reception support and the director. High performers will have the opportunity to grow with the business and move in to a Practice Management role.

We are seeking an experienced administrator who has previously worked in a senior reception or office manager role. Playing a key role in the day to day running of the business you will bring warmth, efficiency, and a genuine joy in interacting with others. Key qualities will include a care for others, feeling energised by being in a people facing role, a drive for excellence in customer services, well developed organisational and communication skills, and a passion for learning and supporting others. Our ideal candidate will have knowledge of private practice allied health settings, and be able to evidence excellent time management, thriving in fast paced environments, being proactive and solution focussed, and able to balance collaboration and independent decision making.

Key duties will include:

Being the face of Person Centred Psychology & Allied Health leading from reception. Providing clients, clinicians, and stakeholders with a warm, thoughtful and knowledgable experience.

Diary management including client appointments, room availability, and staff meetings and supervision.

Liaising with management to determine administrative priorities and providing guidance to administration support team.

Supporting communication requirements between clinicians and stake-holders.

Contribute to ongoing process improvement to finetune efficiencies as the practice continues to evolve.

HR support including onboarding, contract finalisation, managing leave, awareness of compliance and legal standards, and distribution of organisational policy.

Manage client billing and rebates, debt collection, liaise with book-keeper and contribute to preparing contractor invoices for payroll.

Contribute to business reporting data to assist director with KPI reviews and business efficiencies and training requirements.

Contribute to marketing strategy and the development of marketing resources, and demonstrate motivation to promote the practice in novel and meaningful ways.

Event coordination and management, demonstrating a commitment to the social cohesion of the team.

Take care of day to day needs of the clinic including stock management, alerting directors to pressing needs, and taking proactive measures to maintain a welcoming space for staff and clients.

Assist director with additional duties and provide meaningful support in resolving challenges should they arise.

Preference will be giving to candidates who have:

Three to five years experience in an office management or senior reception role

Understanding of Medicare, Health Insurance, and other third party health providers

Familiarity with Allied Health software systems, particularly Zanda

IT literacy

An eagerness to continue to learn and develop, and grow with the practice

An understanding of the sensitive nature of seeking mental health care and the importance of maintaining warmth and confidentiality

Demonstrated experience in contributing to a positive workplace culture and maintaining positive work relationships.

Please send application to Deb at [email protected] or submit via Seek.