We are looking for an experienced part-time receptionist/ administration assistant to provide office support and work in our Psychology clinic in The Entrance. In this role, you will report to our office manager, team leader and director.
Days: Monday, Thursday and Friday.
Part time or casual employment.
About Evolve Psychology Services
We are a team of Psychologists, Counsellors and Behaviour Support Practitioners that provide services to NDIS participants, Medicare, Insurance and DCJ clients working across the lifespan. We work across early intervention, school age, adolescent and adult services individuals who have various presentations and disability types.
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.
To be successful in this role, you will:
* Possess outstanding organisational and time management skills
* Thrive in a busy work environment
* Pride yourself on attention to detail and possess the ability to meet deadlines
* Have the ability to adapt and be fluid with work style
* Strong customer service skills and the ability to respond quickly to customer needs.
Applicants are requested to provide:
* current resume / curriculum vitae (CV)
* cover letter
If you feel you would be a great addition to the team please submit your cover letter and CV to ****@evolvep.com.au or via the \"apply\" button. If you have any additional questions or would like to have a confidential discussion about this role, please email ****@evolvep.com.au.