This job is only available to permanent Australian citizens and only applications with a cover letter will be considered

PERSONAL ASSISTANT

We are currently seeking a highly skilled and experienced Personal & Administrative Assistant to join us at Headway Therapy Online in St Kilda East. The ideal candidate will be a self-starter with exceptional organisational, communication and personal skills, able to work independently and proactively while supporting the daily operations of our practice and the personal projects of the Psychologist. This role is more than just administration, you need to be an expert Personal Assistant, and available immediately.

About the Role:

Zipporah Oliver O.A.M. is an ambitious leader who wears many hats, which you as the PA, would need to be across in order to support her. Zipporah's private psychology practice has been established for over 30 years, and you would be integral to its ongoing operation and reputation. This is a small practice where you will be working alongside Zipporah as a two person practice. Zipporah is involved in a number of communal ventures and projects, which you would also assist in supporting. This position is more than just an administration role, the candidate needs to be compassionate and caring and well versed in Personal Assistant responsibilities and would ideally be willing to occasionally be available outside of work hours. You will need to be comfortable working autonomously and we are looking for you to be looking for a long term role of at least 2 years.

Responsibilities:

General administration duties – maintaining client records, correspondence, scanning/photocopying, archiving, physical and digital file and storage management etc.

Providing sensitive and compassionate communication with clients as the voice and face of the practice.

Liaising with medical practitioners, colleagues, clients' support workers, and other business partners.

Diary/schedule management and client appointments.

Processing bill payments, Medicare claims, NDIS and client invoices.

Undertaking ad hoc research regarding matters that may arise in the work.

Managing financial aspects of the practice and of Zipporah's projects outside of the practice.

Maintaining and furthering the website, social media and marketing.

Managing multiple contact lists and calendars.

Maintaining the practice operations manual.

Preparing reports, including end of day, end of week and annual.

Maintaining tidiness and cleanliness of the practice.

Maintaining strict confidentiality.

Other administrative and personal support tasks as required.

Desired Skills & Experience:

Prior experience working as a personal assistant/admin assistant/receptionist.

Warm professional disposition with a high level of integrity essential.

Competence with technology and the Apple ecosystem, including the ability to troubleshoot.

Proficient with MS Office, Zoom, WhatsApp and other business applications.

Able to formulate professional communications, documents and reports.

Some knowledge of graphic design for the creation of professional booklets, flyers, posters and more.

Basic graphic design skills are required for editing promotional materials.

Proficiency in Canva is required for graphic design tasks such as social media marketing.

Highly professional in all forms of communication and excellent interpersonal skills.

Excellent English verbal communication skills.

Highly proficient in English writing skills.

Able to work proactively and independently.

Punctual and reliable.

Quick learner.

Exceptional attention to detail.

Highly organised.

Coreplus or other practice management software experience is an advantage but not essential.

Prior experience in healthcare, psychology or social work is preferred but not essential.

This highly diverse role offers flexible hours with mostly independent work, and a relaxed office environment. The successful applicant can work on either a casual basis, and is approximately 20 hours per week, based on-site in St Kilda East.

Applicants need to live in Melbourne with the right to work in Australia.

To apply, please email your Cover Letter and CV to [email protected]

Applicants who include a portfolio or examples of their graphic design work along with their CV and cover letter will be given additional consideration during the selection process.

Please kindly note that any applications without a Cover Letter will not be reviewed. Please do not call the practice; only written applications will be accepted.

All applications will be reviewed as they are received, and only suitable candidates will be contacted for an interview. If you do not receive any communication within 7 days, then you have not been short-listed for this role.

We thank you for your understanding and look forward to your application if you believe this role is an interesting opportunity that is suited to your skills and experience.

This advertisement will be removed once a successful appointment is made.