Job Description

This is a key support role within the organisation, responsible for overseeing and managing the day-to-day office operations. Within Possum House this role combines administrative tasks, financial management, staff support, and office coordination. Additionally they are the first person to receive new referrals.

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The medical administration officer is a multi-tasker, proactive, and adaptable, ensuring that office functions run smoothly and efficiently.

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Key Responsibilities:

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General Office Administration:

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- Serve as the first point of contact for staff and visitors, providing assistance and direction as needed.
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- Manage and organise the daily operations of the office, ensuring smooth workflow.
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- Handle incoming and outgoing mail, packages, and deliveries.
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- Responsible for managing phone calls and online enquiries.
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- Process and track invoices, ensuring accurate entry into the accounting system (QuickBooks).
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- Assist in coding and reconciling transactions in QuickBooks.
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- Support payroll processing, including payroll submissions.
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- Format, proofread, and prepare letters, reports, and other business correspondence.
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- Maintain and organise digital and physical filing systems to ensure quick and easy access to important documents.
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Data Management & Reporting:

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- Use Excel to track and manage data, creating reports and summaries as required.
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- Utilise Word and Excel to create and format documents, spreadsheet.
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Staff Support & Communication:

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- a. Act as the go-to person for all staff inquiries, offering assistance with office-related concerns or administrative needs.
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- b. Coordinate internal communications and distribute important updates to staff.
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Office Supplies & Equipment Management:

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- Manage inventory of office supplies, ordering new stock as needed.
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- Ensure all office equipment (printers, computers, etc.) is in working order and troubleshoot issues as they arise.
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- Assist with scheduling meetings, appointments, and managing calendars.
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- Provide support for other ad-hoc administrative tasks and special projects as assigned.
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- Maintain the office environment eg watering plants, tidy waiting area.
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Required Skills & Qualifications:

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- Solid experience with Microsoft Office Suite (Excel, Word, Outlook) and QuickBooks (or similar accounting software).
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- Excellent organisational skills with the ability to prioritise tasks and meet deadlines.
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- High attention to detail and accuracy, especially in financial and data-related tasks.
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- Strong written and verbal communication skills.
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- Ability to work independently and as part of a team.
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- Proactive and resourceful in solving problems.
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📌 Medical Receptionist (Warrnambool)
🏢 Possum House
📍 Warrnambool