Receptionists (Administration & Office Support)
PsychPhys is a unique organisation with a high focus on community. We offer a wrap-around service for individuals who are faced with challenges of mental health and/or disability. Our unique approach is inclusive, supportive and person-centred. We tailor our programs to the individual with access to our team of Allied Health professionals. The Role
The Practice Coordinator role is crucial in understanding the needs of their dedicated practice site with a primary focus on the delivery of high-quality support to clients and staff. This multifaceted role is a combination of Administration, Customer Service, Operational guidance, People Management and individual coordination portfolio. The Practice site Coordinator will lead by example, ensuring adherence to company policies and procedures. This position is located onsite and based at the reception front counter at our Frankston Practice Site. Candidate:
The candidate will uphold the following proficiencies: Demonstrate the ability to deliver and communicate sensitive information with individuals inclusive of culture, age and cognition Demonstrate organic and genuine rapport building with individuals and stakeholders Demonstrated effective verbal and written communication with particular emphasis on interpersonal communication skill Demonstrate the ability to maintain confidentiality and record-keeping Demonstrate skill in working as part of a multidisciplinary team Demonstrate competence in the use of information technology, internet, and desktop applications; e.g. electronic client record systems, Google Workspace and database packages Enjoys health and fitness, and promotes benefits of healthy independent living Ability to prioritise and organise, with attention to detail Ability to work autonomously and take initiative in appropriate circumstances
Qualifications/Certifications:
Experience working in Community Health Sector A satisfactory Police Criminal Check dated within 6 months of commencement A valid Employee Working with Children's Check A current Driver's Licence
Role Responsibilities:
Site Specific
Ensure the Practice site remains set up in line with company preferences and marketing/promotional guidelines Maintaining a safe, neat, and clean practice environment by overseeing cleanliness standards General housekeeping such as tidying and cleaning consult areas after each use; ensure waiting room is neat and tidy at all times, ensure front counter/reception is neat and tidy at all times Ensure site and its belongings are secure at all times Ensure consumables and equipment are kept stocked and maintained to the company's standards and conditions
Cultural
Fostering a positive and collaborative work environment Encourage employee motivation, professional development and satisfaction Setting the standard and champion appropriate workplace behaviour Excellent interpersonal and communication skills, both written and verbal for outgoing information Understanding of emotional intelligence and the ability to adapt to the individual as required Providing support where requested
Customer Service
Respond to and adhere to the company's Quick Response Frameworks Resolve administrative issues and inquiries in line with the company's Quick Response Frameworks Coordinate calendars for all staff onsite to ensure client appointment expectations are met Collecting payment for services (on site; telehealth over phone; cancellations over the phone) Communication with clients on overdue invoices Regular liaison/correspondence (verbal and in writing) to Accounts team regarding invoices Maintaining absolute confidentiality regarding patient and practice information Setting boundaries to ensure admin team only responses/duties are performed Positive client experience and striving for exceptional patient satisfaction Patient-focused approach in service provision with genuine empathy and interest in their needs Represent PsychPhys; and the practice in a professional, confident and positive manner at all times Develop relationships with GPs, allied health professionals and other key stakeholders and collaborations
Operational Coordination
Coordinate office resources including Psychological Assessment Tools while adhering to ethical requirements Coordinate reasonable monthly site stationery requests in liaison with the Finance team including tea/coffee/milk. Coordinate maintenance of office equipment Oversee day-to-day practice operations Recording incidents and near misses; and reporting damaged equipment/resources in line with company policies and procedures Handle site issues or complaints; escalate as per company's Declaration of Authority Policy and Procedures document
People Coordination
Welcome and site set up for new employees The position is accountable for provision of expert coordination services to the practice, specifically being accountable to Company Executive for the performances of staff, clinicians and Practitioners Coordinate staff employment and calendars, including annual/leave cover Projects as required
Employee Benefits:
Leave Loading
- Watch your salary increase as you take annual leave with entitlements calculated above the suggested minimum and raised to 17.9%.
Program Development Incentives
- PsychPhys rewards those who shape the identity and pathways of our unique programs.
Recognition
- Recognition of employee success is highly valued at PsychPhys with formal quarterly and annual award ceremonies. Be part of seeing your peers shine by nominating them for monetary awards.
Brain Flex
- On completion of successful probation, employees can nominate for PsychPhys Brain Flex initiative in its RDO/ADO programs.
Supervision
- PsychPhys provides external supervision for Clinicians facilitated during working hours.
Perks
- Explore an array of discounts and benefits from Dining, Fashion, Tech to Health and Wellbeing.
EDP
- Every employee participates in an Employee Development Plan where you outline areas of professional development interests and the career growth you would like to achieve.
Multiple Sites
- PsychPhys offers you an opportunity to work across sites if you prefer. With practice sites located across the CBD and South East Suburbs of Victoria, PsychPhys can move with you. Moving interstate? We have you covered too.
EAP
- Work for an employer who values your wellbeing with investing in your access to our Employee Assistance Program.
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