Reception & Administrative Assistant - Psychology

JOB ID: 220822
Part Time 0.6 FTE
$55,000-$60,000 FTE

Position Summary

Please note this role is based in our Melbourne CBD office. 

As an Administrative Assistant at The Psych Assistant, you will be a virtual receptionist for multiple Mental Health practices. You will be responsible for assisting with the delivery of efficient and effective administration support services for the clients to meet their business objectives. You will be assisting the clients with their client administration and reception duties.

The role is fast-paced and the ideal candidate must be able to prioritise competing priorities. A typical day can include taking calls for various practices, managing appointments and calendars for multiple psychologists or therapists, handling general enquiries, organising billing and Medicare; managing the Practice Management Software and liaising with the head practitioner.

As the first point of contact patients will have with a clinic, the ideal candidate must be professional and warm when liaising with patients, doctors and other health professionals. Working autonomously, the right candidate will have a can-do attitude and excellent problem solving skills.

About the Company

The Psych Assistant is a fast growing woman-led company based in Melbourne. We provide administration and practice management support for psychologists, speech therapists, occupational therapists and other allied health professionals.

Our ethos is to provide our clients and their patients with the best virtual admin support, whilst being kind, warm and attentive.

We are looking for an experienced dedicated, flexible, energetic, self-motivated, accurate and enthusiastic Administrative Assistant to join our team. This position is available now.

What We Offer

  • Warm and friendly team

  • Ongoing Support and Training

  • Centrally located Melbourne CBD Office (9am to 5pm)

  • Gym on premises

  • Professional Development

  • Career Progression

  • Monthly breakfasts

  • Fun team events throughout the year

Our mission is to provide the best administration support for allied health practices in Australia. We invest in our staff to ensure they are supported to achieve our mission. Professional development is a crucial part of our workplace, and we offer external training for candidates seeking to achieve nationally accredited qualifications in Business Administration.

Job Responsibilities:

  • Be the first point of contact for multiple Mental Health Practices

  • Handle and coordinate multiple active calendars (booking and rescheduling patients).

  • Take inbound calls and handle general enquiries

  • Ensuring clinic procedures are kept

  • Setting up invoicing, billing, third party funding

  • Manage inbox and answer email enquiries

  • Schedule and confirm appointments

  • Proofread and prepare letters and documents

  • Ensure file organisation based on the clinic protocol

  • Provide high quality customer service to clients and external stakeholders

  • Respect confidentiality and privacy of practitioners, directors, staff and clients at all times

  • Maintain a cooperative team environment by communicating openly and in a friendly manner, working efficiently and amicably with all members of the practice

  • Comply with all company policies and procedures

  • Adopt and embrace company values and philosophy

  • Provide ad hoc support as needed

The Person We’re Looking For:

  • 1-2 years’ experience in a similar role (reception in related health practice)

  • Strong communication skills - written and verbal

  • Excellent planning and organising skills

  • Ability to effectively prioritise tasks

  • Problem assessment and problem solving

  • Able to demonstrate initiative to identify opportunities, anticipate problems and take action

  • Ability to multi-task and work to deadlines

  • Computer skills and knowledge

  • Have experience in working with confidential documents and procedures

  • High attention to detail and accuracy

  • Strong customer service orientated

  • Teamwork focus and approach

  • Ability to build relationships with internal and external stakeholders

  • Flexibility and adaptability to changing workloads

  • Excellent telephone manner

  • Understanding of and competence in managing ethical, legal, and professional issues, including maintaining appropriate confidentiality when dealing with all client and consultant related matters

Application Process

We aim at all times to recruit the person who is most suited to the job and welcome applications from people of all backgrounds – men and women, people of all ages, sexual orientations, nationalities, religions and beliefs.

We particularly encourage applications from women, especially those looking to return to the workforce.

HOW TO APPLY:

We are looking for someone who has a stand-out work ethic with an energetic, enthusiastic approach. We offer full training and an opportunity to develop in a dynamic environment. 

Please complete the application form below. Ensure to upload your CV with references and a covering letter outlining why you would be most ideal for this role. Applications WITHOUT a tailored cover letter will not be considered.

Only shortlisted candidates will be contacted.