Job description

About us

We are a small, busy and dynamic paediatric occupational therapy business. Our team is made up of 4 therapists, 2 therapy assistants and 2 administration assistants.

We see clients from ages 2-16 years who we support to engage in daily activities (school, friendships, sport and daily routines). We use fun and engaging activities to enable our clients to have a better quality of life in both the present and future.

Our team values are: Learning, safe haven for families, parent involvement in therapy and using a whole brain relationship based approach.

We are a family centred practice and build close relationships with the families we work with. Children’s self esteem is central to all our interventions and is fostered by taking a collaborative and child centred approach rather than a behaviour shaping approach.

The role

As we pursue our mission, with our values at the centre, things are getting busy! As such, we have a part time opportunity for an organisational powerhouse to join our team.

You will be instrumental in ensuring that everything runs smoothly in the office.

Day to day tasks involved as our Administration Manager/Office Leader include;

  • daily reconciling (Xero software),
  • invoicing and processing payments,
  • intake for sessions and assessments (Cliniko software),
  • answering client enquiries (telephone and email),
  • processing cancellations,
  • rostering administration assistant team,
  • maintaining staff personnel files,
  • outstanding invoice procedures,
  • maintaining workplace health and safety clinic compliance,
  • organizing yearly mandatory team training,
  • client mailouts (Mailchimp software),
  • intake and administration of clinic holiday groups and parent workshops,
  • management of administration assistant team.

Who are we looking for?

We are looking for someone whose strength is in organisation. Someone who enjoys working at a fast pace, following well developed procedures, can innovate and has strong problem-solving skills around administration.

You will need to be excellent at prioritising tasks, foreseeing issues, forward planning and possess strong interpersonal skills.

Ideally, you’ll have an interest in healthcare and experience in healthcare administration.

Preferred software experience; Xero (reconciling and timesheets), Cliniko, Mailchimp, Gmail email system, WIX and Jotform.

What’s the deal?

  • Hours: 3 days per week (or around 24 hours), 9.30am-5.30pm
  • Location: Pagewood, NSW within the Westfield commercial tower. The clinic is easily accessible from the Westfield carpark (discounted
    rate of $5 a day provided) or via public transport.
  • Salary: Between $68-$74k plus super as a Full Time Equivalent, depending on experience. This would be pro-rated to the agreed hours.
  • Starting: We’d love you to start asap!

We offer work/life balance, a highly supported role with dedicated training and check in time and a graded onboarding process. The role offers development in health care specific administration training and procedures as well as access to a clinic workshops.

The role may progress to flexibility in clinic and working from home hours within meeting role expectations.

How to apply

If you’d like to join our journey and believe you can take this mandate on, please apply here through Beam.

If you’re not already part of our marketplace please sign up to Beam. Applying is easy — upload a CV, answer these 3 questions and record a 1-minute intro video so we can get to know you.

We can’t wait to meet you!