Customer Support & Administration Officer - Allied Health Practice

We are a busy occupational therapy practice and looking for a fulltime administration support officer with experience in customer service and administration to join our allied health 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 keeping our database up to date and providing phone support to our clients, including onboarding clients into our practice and updating therapist diaries.

Knowledge of the National Disability Insurance Scheme and medical referral process is beneficial as a large part of your role is providing information to clients and coordinating calendars, however we are willing to provide training to the right person. 

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 practice 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. This job role requires a person who is a logical thinker and able to multi-task and manage their time efficiently. Accuracy and attention to data entry is a requirement. 

We are completely paperless, and utilise a number of apps and platforms to streamline all our systems therefore you need to be trained in using our software platforms.  

The duties include:

• Maintain accurate client records.

• Process invoices and payments through our gateway.

• Handle correspondence and communication with clients 

• Support the team with various administrative duties as needed

• Opening and closing the clinic

• Transactions, including emailing invoices and receipts and processing payments.

• Answering the phone and coordinating appointments

• Keeping our client database up to date.

• Setting up client profiles in the system 

• 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 or similar work experience in administration.

• Experience processing and reconciling invoices.

• Attention to detail.

• 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.

• Be willing to learn how to use our 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 however, training will be provided. 

• 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.

• NSW Drivers Licence and own vehicle required

Hours:

Need to be available to work up to 7pm

Fulltime position available - 40 hours per week.

Operation hours:

• Tuesday 10am to 7pm

• Friday 9am to 6pm

• Saturday 7:30am to 1:30pm (on as needs basis to cover leave requests)

Commencement Date: April/May 2026