Virtual Office Administrator - Halaxy Superstar

Senior Office Admin and Halaxy Superstar for Psychology and Allied Health Clinics

We offer virtual administration for Psychologists and Allied Health Practitioners, Australia wide - offsite reception and administration services for our clients. Day time work hours, Monday - Friday, full time.

The role

This is a Senior Office Administrator role with special expertise in Halaxy. It incorporates all aspects of administration including the core component of answering the phones, inbox management and account administrator. This role is suited to someone who is confident in a busy, fast paced environment.

The scope of the role includes:

• Reception Management - Managing a high volume of phone calls with warmth and professionalism, booking new clients, changing appointments and using platforms like Halaxy, Clininko or Zanda to do this.
• Triage inboxes, action tasks and office enquiries to completion with clear notes and communication
• Assist with the processing of invoices and rebates through the diary management programs
• Building solid relationships with your clients and colleagues, both online and over the phone
• Being proactive in going above and beyond to ensure you are always one step ahead of your clients ensuring you are making their day as smooth as can be.
• Keeping all procedures up to date and proactively searching for new ways to grow the business
• Keep records accurate in the practice management system and follow privacy requirements

You bring

We work in small teams, so it is imperative you are a team player who enjoys assisting others and also willing to ask questions to ensure your day runs smoothly.

To be successful in this role you will bring:

• Full ongoing work rights in Australia. Australian citizen or permanent resident

• Excellent spoken and written English suitable for patient facing phone work

• Minimum 2yrs experience in similar role

• Very high confidence in Halaxy proficiency. Bonus if also familiar with Cliniko, Zanda or Splose Please address experience in Cover Letter.

• Previous experience in senior office administration is highly desirable

• Outstanding phone manner - patience, understanding and kindness

• Office administration experience with psychologist is preferred

• Office administration experience with Allied Health is preferred, but not essential

• Experience in answering the phone (High call volume) - Required

• Ability to multi task and take on new clients/programs/processes

• Proven ability to work autonomously and be open to learning new things is essential

• Accuracy with data entry and organised with excellent time management

• Proficient in Microsoft Programs, Outlook, Google Sheets and Slack - desirable

• Able to work efficiently, being proactive in task finalisation

• A collaborator - someone who enjoys working with and learning from others

• Have reliable high-speed internet connection and quiet home office space suitable for confidential phone calls

Why Time Well Spent?

• Work from home, no requirement to be onsite
• Supportive management and front line team, resolve issues together.
• Purposeful work that helps people and clinicians every day
• Documented processes with training and ongoing support provided
• Growth path into senior coordination, team leader roles

Salary and hours

• Hourly rate $28 to $36 plus super, dependant on experience and fluency in practice management software and role description.
• Full time hours Monday-Friday, day time hours.

Contact

• For enquiries, please contact [email protected]