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 prioritizing
* 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 :
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Contact :
Emma De Pomeroy