We are a busy children's therapy practice and looking for a permanent part-time administration support officer with experience in accounts processing to join our paediatric practice. The successful applicant will work as an important member of the team by providing administrative support to our friendly therapy team and assisting with coordinating our client appointments, processing transactions, invoicing and ad-hoc admin tasks. A pivotal component of this role will be managing our accounts, liaising with our bookkeeper and assisting with processing and reconciling invoices. 

Knowledge of the National Disability Insurance Scheme and medical referral process is beneficial as a large part of your role is managing the billing through the NDIS portal.

We are looking for someone that is able to work part-time as per the hours set out below and have some flexibility to be able to help out covering annual leave and sick leave as needed. 

You will be working within a team of administration support officers, therefore, it's essential to be a team player and you would report directly to the operations manager and the company director. 

The applicant needs to be well presented and enjoys working in a busy environment, as well as, have a good eye for detail and excellent customer service skills. Being able to build rapport with parents is essential as you will be a point of call for families that attend the practice. We mostly work with young children with varying disabilities therefore you need to be a person of integrity, patience and understanding.

This role requires you to be able to work unsupervised and complete duties independently and on a timely basis. You will also be required to complete administrative projects as we focus on systemisation and implementing processes to improve efficiency. This job role requires a person who is analytical and a logical thinker and able to multi-task and manage your time efficiently. Accuracy and attention to data entry is a non negotiable quality as billing and plan set up and management will be a large part of the role. 

We are completely paperless, and utilise a number of apps and platforms to streamline all our systems therefore you need to be proficient with technology and workflow processes. 

The duties include:

• Maintain accurate financial records using the NDIS portal and Practice Management System. 
• Process invoices, expenses
• Handle correspondence and communication with clients and vendors
• Assist in preparing weekly financial reports and summaries
• Support the team with various administrative duties as needed
• Opening and closing procedures
• Transactions, including emailing invoices and receipts and processing payments.
• Answering the phone and coordinating appointments
• Keeping a database up to date. 
• Setting up client profiles in the system and setting up their plans. 
• Liaison with clients and following up on documentation
• Processing, scanning incoming and outgoing correspondence (as we are paperless) to the database.
• Following up daily on payments and reconciling transactions to ensure the day is balanced.

Essential Criteria:

• Certificate III or above in office administration/business administration/bookkeeping
• Experience processing and reconciling invoices. 
• Analytical ability to find and correct errors. 
• Being able to work independently and autonomously is essential.
• Being able to prioritise workflow and manage time to ensure invoicing is completed by the end of the day.
• Experience using and working with Practice Management Software
• Experience working in with allied health or medical sector is highly regarded.
• Understanding the NDIS process is beneficial as a large portion of our work is with NDIS participants.
• Experience with the Medicare scheme is beneficial 
• Working with Children Check is mandatory (willing to obtain one)
• NDIS Worker Screener is mandatory (willing to obtain one)
• High level of computer skills with adequate typing speed of 35-40 wpm
• Attention to detail and meticulous data entry is essential
• Be reliable and possess a strong work ethic
• Ability to work in a face-paced environment
• A fast learner with using a variety of apps and platforms
• Being punctual is important as the opener for the day.

Fixed work hours (to be successful you are required to work the hours below). Flexibility to cover sick and annual leave is an expected part of the role (24 hours per week).

• Wednesday 2pm to 7:00pm
• Thursday 2pm to 7:00pm
• Friday 1:00pm to 6:00pm
• Saturday 7:30am to 1:30pm

Commencement Date: 8th January 2025

Covid19 Considerations: Mandatory vaccination applies. We have COVID19 safety plan in place and policies and procedures to manage COVID19 in the workplace.