AU Administration Assistant | ZR_639_JOB

Job Description

• Efficiently communicate with colleagues to address tasks and maintain office guidelines
  
• Participate in staff meetings and take minutes when required
  
• Manage incoming referrals and waiting lists.
  
• Create service agreements and reports.
  
• Complete ad-hoc tasks as directed by the Office Manager, Disability Operations Manager, Clinical Operations Manager, or practitioners, including:
  
• Software data input
  
• Recruitment administration
  
• Document management
  
• Billing tasks
  

Client Management:

• Schedule appointments promptly and efficiently.
  
• Send appointment confirmations and relevant information to clients.
  
• Manage appointment schedules and bookings for consultations.
  
• Handle client inquiries accurately and follow up to ensure resolution.
  
• Register and bill clients through the online system.
  
• Prepare all necessary paperwork for client consultations.
  
• Complete post-consultation documentation.
  
• Update and file client records.
  
• Issue invoices, process payments, and provide receipts.
  
• Communicate credit and billing policies to clients.
  
• Protect client confidentiality by safeguarding personal and financial information.
  
• Maintain client accounts by updating records as needed.
  
• Handle incoming and outgoing correspondence professionally.
  

Position Competencies:

• Ability to work autonomously and manage tasks efficiently.
  
• Understanding of the company’s services and client needs.
  
• Confident and empathetic communication style.
  
• Strong organizational skills with attention to detail.
  
• Ability to prioritize tasks and maintain accuracy in all work.
  

Personal Competencies:

• Strong interpersonal and communication skills.
  
• Demonstrated ability to build rapport, negotiate, and form relationships with clients and staff.
  
• Enthusiastic, motivated, and customer-focused.
  
• Honest and demonstrates integrity in all interactions.
  
• Committed to ongoing professional development.
  

Expected Behaviors and Personal Attributes:

• Demonstrates a client-focused approach with genuine empathy and interest in clients' needs.
  
• Presents professionally, courteously, and confidently always.
  
• Maintains confidentiality regarding client and company information.
  
• Demonstrates a vigilant attitude to accuracy and double-checks work as necessary.
  
• Works cooperatively with colleagues and independently when needed.
  
• Shows excellent prioritization and organizational skills with strong attention to detail.
  
• Maintains a commitment to continuous learning and professional development.
  

Requirements

• Minimum of 1 year of experience or less.
  
• Can provide high-level administrative and reception services to clients and staff.
  
• Deliver accurate and timely support to Disability and Allied Health departments.
  
• Prioritize tasks effectively within established guidelines.
  
• Maintain high-quality work standards while ensuring efficiency.
  
• Promote best practices within NDIS and Allied Health Clinics to support smooth operations.
  

Benefits

• Permanent Work-from-home setup
  
• Company-provided equipment
  
• Secondary WiFi Modem
  
• 21 Leave Credits
  
• 100% conversion of UNUSED leave credits
  
• HMO on Day 1
  
• 13th Month Pay
  
• Grab Voucher every month
  
• Birthday Gift
  
• Loyalty Gift
  
• Christmas Gift
  
• Work-Life Balance
  
• Active employee engagements physically such as Christmas Party & Team Building, and virtual events such as town-hall with prizes.