About us…

We are a boutique psychology practice based in the heart of Footscray, servicing the inner western suburbs of Melbourne. Our practice is growing rapidly and so is our team! Team culture is especially important to us, and we strive to create a supportive, collaborative and friendly environment, where you will enjoy coming to work every day. Your role and presence will be at the centre of our healthcare service, and will be crucial in our service delivery. Perennial Psychology is a clinician-owned and run practice, which keeps us close to the heart of the work we do.

Our values are:

We strive to meet the diverse needs of our community

We pride ourselves on our integrity

We are authentic and honest

We are committed to personal and professional growth.

About the role…

We are seeking a diligent and organised receptionist, with a warm and friendly interpersonal style to join the team. This role is critical to the future success of the clinic, ensuring smooth daily operations, providing an excellent client service, and supporting clinicians with administrative tasks. We are looking for someone who wants to be part of our team long-term, bring new ideas to the table, and take initiative in administrative operations.

You will be given significant responsibility and be expected to take ownership in your domain - all things administrative! This role is well suited to those with experience in medical receptionist jobs or office management, or who have a positive, self-starter attitude.

This role is for three days a week, from 10am - 4pm (18 hours a week). You will be job sharing with another receptionist who works two days a week. The days we need filled are definitely a Friday, and the two other days are negotiable.

Responsibilities…

Manage the clinic's front of house area

Coordinate the arrival of clients including making them feel welcome and comfortable as well as notifying clinicians of the arrival

Maintain a clean and calming waiting area for clients throughout the day

Perform start of day and end of day office management duties

Manage all client related administration

Manage clinic phone and online correspondence, liaising directly with clients

Manage the clinic’s appointment scheduling system

Help manage client paperwork, forms and data safely and accurately in accordance to clinic policies and regulations

Process payments and manage billing inquiries including coordinating with Medicare and insurance companies

Collaborate with clinicians regarding their administrative needs, so that their clinical work runs smoothly

Support the Clinic Director with office management

Liaise with third party vendors who provide goods and services to the clinic such as cleaners, delivery persons or real estate agents

Source and purchase supplies and items required for running the clinic

What we’re looking for…

Ideally at least one year of medical receptionist experience, and experience with Medicare claiming and working with third party insurers

Previous experience with scheduling and payment management is highly desirable

Previous experience with practice management software highly desirable

Proficiency in office software

Warm, friendly and empathetic interpersonal style

Able to manage competing priorities and good time management skills

Able to work autonomously and independently

Someone who takes initiative, is proactive and will bring new ideas to the table

Strong verbal and written communication skills

High level of professionalism and discretion

High attention to detail

Understanding of relevant regulations, such as the Privacy Act, confidentiality, informed consent, and Medicare compliance highly desirable

What we can offer you…

A supportive, inclusive and collaborative team culture

A role to make your own

Competitive salary

A flexible working schedule

Regular social events to enhance our collegial relationships

Do you think we might be the place for you? In your cover letter can you please address the following:

Can you describe a time where you managed multiple competing demands at once, and how you prioritised what was the most important?

Can you describe a time where you negotiated a difficult issue with a customer?

Can you describe a time where you identified an opportunity to improve something in your workplace?

If you are interested in finding out more about us, we would love the opportunity to chat to you and meet in person to explore what opportunities might exist for you at our practice. Please have a look on our website www.perennialpsychology.com.au to get a better sense of who we are.