Overview of duties: 

• Acting as the first point of contact for clients, families, and external stakeholders via phone, email, and in person
• Managing appointment bookings, confirmations, cancellations, and waitlists
• Proactively contacting clients to fill cancellations and optimise clinician diaries
• Preparing, issuing, and reconciling invoices, including Medicare, NDIS, and private billing
• Invoicing and processing payments and responding to invoicing and account enquiries
• Maintaining accurate and confidential client records in practice management systems
• Uploading referrals, reports, and correspondence and ensuring files are complete and up to date
• Liaising with clinicians regarding scheduling, documentation, and administrative needs
• Managing incoming and outgoing correspondence
• Supporting onboarding of new clients, including sending intake forms and explaining processes
• Assisting with compliance-related administration and document management
• Identifying administrative issues and inefficiencies and proactively suggesting improvements
• General office administration duties to support the smooth day-to-day running of the practice (filling, printing, photocopying)
• Providing light social media and marketing support, such as posting approved content, sharing team updates, and assisting with basic online engagement as directed
• Maintaining a tidy and welcoming front-of-house and office environment, including cleaning tasks and taking bins out as required
• Data entry into our clinical system Halaxy

Required skills:

• Minimum 3 years' experience with administration and reception
• Excellent phone manner with the ability to communicate clearly, professionally, and warmly with a wide range of clients
• Strong organisational and time management skills including the ability to organise workflows to meet competing demands and adaptability to a range of workplace expectations and responsibilities.
• Ability to manage a high volume of enquiries and competing priorities in a busy environment
• Strong written communication skills for emails, invoicing, and client correspondence
• High attention to detail, particularly with data entry, billing, and record management
• Proficiency in Microsoft Office products such as Outlook, Word and Excel. 
• Ability to work independently while also collaborating effectively within a team
• Discretion and professionalism when handling confidential and sensitive information
• Proactive, reliable, and able to use initiative to problem-solve administrative issues
• Well-developed interpersonal skills, excellent written and verbal communication skills
• Ability to positively interact with clients, staff and other allied health professionals with a pleasant phone manner. 
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