About Us
Therapy and Learning Centre provides occupational therapy and physiotherapy to children from ages 0-18 years.
About You
Certificate in Administration or equivalent experience
Working with Children's Check
National Drivers License and own transport
National Police Check
Level 2 First Aid and CPR Certificate
Position Summary
Therapy and Learning Centre provides occupational therapy and physiotherapy to children 0-18 years old.
We are a welcoming and friendly team focussed on helping children fulfil their potential.
Purpose of Role
To provide administrative support services to clients, contractors and employees of TLC.
To establish and maintain positive relationships with clients, external stakeholders and all staff and management at TLC.
To provide admin support to Emma Armstrong as the owner of TLC.
Key Requirements
1-2 years' experience in a similar role
Accurate typing – 40wpm
Computer skills and knowledge
Microsoft Office Suite – Basic / Intermediate
Knowledge and operation of standard office equipment
Current knowledge of clerical and administrative procedures and systems such as filing and record keeping
Strong communication skills - written and verbal
Excellent planning and organising
Ability to effectively prioritising
Problem assessment and problem solving
Information gathering and information monitoring
High attention to detail and accuracy
Flexibility and adaptability
Strong customer service orientated
Teamwork focus and approach
Job Responsibility
The Practice Administrator will participate in TLC's Performance Development Program.
Comprehensive onboarding, supervision and support will be provided, as will career development opportunities and an annual performance review.
General Administration
Daily mail management, opening, forwarding, posting, filing as required.
Emails
File management including filing, faxing, hard / electronic file creation, archiving.
Development of resources as required.
Document management, printing, posting, filing support for Director and Clinicians.
Light cleaning and tidying duties as required.
Wash up, vacuum, windows.
Responsibility for ordering office and therapy supplies as required.
(Jenni)
Client Services
Reception duties including meeting and greeting clients.
Answering the phone.
Check answering machine and 96 follow up (Hornsby)
Check answering machine and dial 101 follow up (Bella Vista)
Delete messages >
15
Taking payments and email invoices
Management of Medicare cases
Creating a case on Cliniko
Reporting to client's general practitioner with updates
Diary management
Taking and processing new referrals.
Managing client queries and concerns in collaboration with the Director.
Promotion of TLC services and products.
Assist with client resource preparation.
Download photos
Print therapist forms and worksheets
Archiving files.
Locating archived files for returning clients
Setting up and reporting on client recalls.
Management of client database.
Management of client hard and e files.
Assessment questionnaire and policies filled in, printed and in file.
Reports – photos and scans, type up, print, email
Dealing with client complaints (Jenni)
Account Management
Inputting data into practice management software
Responsibility for client billing activity and queries
Generating and distributing required practice management reports (Jenni)
Managing third party payment portals.
Inputting data, uploading invoices, reconciling payments.
NDIS and Medicare (Georgia)
Assist with therapy resource claims.
(Jenni)
Support accounts payable (Georgia)
Data entry
Debt collection activity as required (Kristy & Jenni)
Finance
Management of petty cash
Banking & bank reconciliation activity (Georgia)
Organisation of receipts and invoices (Georgia)
Report to director for refunds
Operational Reporting
Generating reports from practice management software as required.
(Jenni)
Participation in admin and business meetings as required.
(Jenni)
Operations
Manage internal and external site maintenance.
(Emma)
Assist with IT installation, updates and maintenance.
(Jenni)
Assist with updating website content, uploading new products, newsletters and blogs.
(Jenni)
Assist with policies and procedures development (Jenni)
Internal Workplace Health and Wellbeing
Contribute towards a culture of OH&S through demonstrating commitment by way of personal example, leadership and participation in monitoring of established working practices.
Promotional Activities
Distribution of promotional material as required.
Manage display and stock of TLC brochures, cards and display materials.
(Jenni)
Job Functions
Administration
Job Benefits
A fun, caring team where you can assist the day to day operations and help facilitate a positive experience for our clients and their families.
A flexible work environment that values communication, problem solving, empathy and collaboration.
Selling Point
Contact :
Emma De Pomeroy
#J-*****-Ljbffr