Administration Assistant

You'll love being part of our team if you're someone who enjoys providing awesome service and takes personal responsibility for achieving results. We are especially keen to hear from you if you've had prior work experience in a busy private psychology or allied health practice, or medical clinic.

About you:

• You'd love to be part of a team that respects one another and values the contribution each person makes.
• You connect well with people of diverse backgrounds.
• You're willing to take the time to provide great service, and you also know how to wrap up a conversation promptly with grace and warmth.
• You appreciate that it is often a big deal for people to reach out for mental health support.
• You enjoy finding ways to do things more efficiently and willingly share your suggestions for improvement in the workplace.
• You make sure things are done well, dotting the I’s, and crossing the T’s.
• You’d enjoy doing the little things like making sure the music playlist and volume is just right for our clients, each person is greeted warmly, and our waiting areas are tidy and welcoming.

About the role

You will be part of the front of house team and contribute to service provision in line with our systems of operation, communication and governance frameworks. Supporting the delivery of client-centered psychology services involves working cooperatively with the client care team and supporting the clinicians to ensure seamless clinic operations, clinician support and an unrivalled client experience.

Key responsibilities

• Greet clients warmly and ensure they feel comfortable and valued from the moment they arrive
• Handle incoming phone calls with professionalism and friendliness, ensuring that clients feel heard and understood
• Respond to emails promptly and courteously
• Efficiently manage the appointment calendar, ensuring that clients are scheduled in a timely manner
• Communicate effectively with referrers, GPs, employers, insurers, and other parties to coordinate client care and services
• Keep accurate and up-to-date records of client interactions and appointments using practice management software
• Handle financial transactions with accuracy and confidentiality
• Ensure that all client information is kept secure and private
• Assist the clinical team with various administrative tasks to ensure smooth operations
• Ensure that the reception/waiting area is clean, welcoming, and reflects our commitment to client care

About you

• 2+ years reception experience, ideally within an allied health or medical setting
• Previous experience in an administration role
• Competence in the use of practice management software or similar systems
• Intermediate proficiency in the use of Microsoft Office applications (e.g.: Word, Excel, Outlook, MS Teams)
• Demonstrated ability to manage competing demands and work well under pressure and multitask effectively
• Ability to obtain a satisfactory National Police Clearance
• Excellent attention to detail
• Confident, friendly manner and effective conflict resolution skills
• Excellent communicator with strong verbal and written communication skills
• Strong problem-solving skills and proactive approach to resolving issues

About us

Masters Psychology offers psychological services, counselling and assessments in a warm, open and non-judgemental environment. We operate out of dedicated clinics as a group private practice, where clients of all ages receive a personalised service that is tailored to their specific mental health needs. Additionally, our community outreach initiatives bring fresh approaches to mental health care through education and health promotion initiatives.

Benefits

• Friendly and caring team environment
• Training and development opportunities
• Tailored career progression