Hope Kids OT is expanding our services to Mount Waverley, Victoria! We are a growing private practice that offers family-centred, neurodiversity affirming Paediatric Occupational Therapy services to children from birth through to adolescence.
Reception & Administration Support
We are currently recruiting for exceptional customer service and administrative team members to support to the business to ensure the team is able to deliver quality and timely services to clients. We have both part time and full time positions available with flexible working arrangements.
Your primary responsibilities will include:

• Greet and welcome clients, families and visitors
• Answer, screen and forward incoming phone calls
• Manage intake process for new clients; discussing processes and expectations, completing relevant paperwork and booking in relevant appointments
• Manage appointment bookings and cancellations for both clinic and school/offsite
• Attend to enquiries; Providing clear and accurate information in-person and via phone/email
• Provide clear and accurate information in-person and via phone/email
• Gather medical records and reports in preparation for consultations
• Process client and third-party payments including issuing invoices and receipts
• Attend to account enquiries or escalate to appropriate person
• Provide financial management support to Director including following up bad debts, preparing and balancing daily banking as appropriate.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, business cards) along with supporting the general cleanliness of the practice including bathrooms, rubbish bins, common areas and kitchen to ensure a safe and clean practice for all staff and clients.
• Update all relevant systems to ensure client, referring doctor and other relevant information is correct.
• Maintain office security by following safety procedures and controlling access via the reception desk
• Perform administrative duties such as filing, photocopying, transcribing and emailing, ordering office supplies and keeping inventory of stock.
• Update, maintain and contribute to the ongoing improvement of business processes and systems
• Participate in regular company team events as required
• Actively contribute to a safe and healthy work environment
• Handle and store client information in line with privacy and confidentiality requirements
• Any other duties as reasonably requested

Technical Skills, Experience & Qualifications:

• Must have a Right to Work in Australia
• Experience in reception/admin for medical or similar private practice
• Knowledge of NDIS and other funding bodies would be an advantage
• Sound computer and customer service skills
• Bilingual conversational skills (English, Mandarin/Cantonese) would be beneficial

Key Capabilities:
Professionalism – representing Hope Kids OT in a friendly and helpful manner, ensuring a customer focus at all times
Communication & teamwork – the ability to get your message across in a positive way, to actively listen and work cooperatively with those around you
Initiative- you use your knowledge and skills to proactively and systematically work through issues as they arise.
Empathy – the ability to maintain an awareness of others feelings and emotions in the context of your interactions with them
Accountability – take responsibility for actions and outcomes in performance of duties.
Problem Solving – Ability to “think on one’s feet”, investigate and provide solutions
Information Technology – you are able to use the systems provided to you and are willing to learn and accept new technology.
To apply, please email your cv and profile photo to info@hopekidsot.com.au
We look forward to hearing from you!
The position will be available until the position is filled with a suitable candidate.
Job Types: Full-time, Part-time
Pay: $24.00 – $28.00 per hour
Expected hours: 22 – 38 per week
Schedule:

• 8 hour shift
• Monday to Friday

Work Authorisation:

• Australia (Required)

Work Location: In person