Administration Assistant / Receptionist - Allied Health

Are you an admin gun who loves getting things done?

Therapea Health is an established, independently owned multidisciplinary allied health practice in central Werribee, providing Psychology, Counselling, Occupational Therapy and Speech Pathology services.

We’ve worked hard to create a practice that feels warm, personal and approachable rather than corporate, while maintaining high standards of professionalism and client care. Our team is friendly and collaborative, and we genuinely enjoy working together – but we’re also a busy practice where everyone is expected to contribute and take ownership of their responsibilities.

We’re looking for an exceptionally capable Administration Assistant/Receptionist to join our team for approximately 16–20 hours per week, with potential for the role and hours to grow over time.

This role is much more than answering phones and booking appointments. We need someone who is switched‑on, proactive, organised and resourceful, with a genuine can‑do attitude, high emotional intelligence and the confidence to take ownership of their role.

You’ll receive appropriate training and support, but we're looking for someone who learns quickly, thinks for themselves and becomes self‑sufficient – someone comfortable using their initiative, making sound decisions and getting on with the job.

In other words, we're looking for an admin gun!

The role

You’ll be one of the first points of contact for our clients, families and referrers, while playing an important role behind the scenes in keeping our practitioners' caseloads running efficiently.

Your responsibilities will include:

- Answering incoming calls and providing warm, confident and professional assistance
- Responding promptly to new referrals and enquiries
- Following up prospective clients and helping them identify the right practitioner or service
- Converting suitable enquiries into appointments through excellent customer service
- Scheduling and coordinating appointments
- Actively managing practitioner diaries and caseloads, including filling cancellations and identifying upcoming gaps
- Actively managing client waitlists, including regular follow‑up, matching clients with suitable practitioners and offering appointments as capacity becomes available
- Processing EFTPOS and HICAPS payments
- Maintaining accurate client and administrative records
- Ensuring enquiries and tasks are followed through to completion

The person we're looking for

This role requires a particular combination of emotional intelligence, maturity, good judgement and practical capability.

We’re looking for a seasoned administrator who is friendly,



calm and confident dealing with people from all walks of life. You'll have a strong can‑do mindset – resourceful, solutions‑focused and comfortable using your initiative, while knowing when to ask the right questions and when to simply get on with the job.

Many people contacting our clinic may be anxious, overwhelmed or unsure where to start. You need to be a genuinely good listener – compassionate and able to make people feel heard – while understanding that your role is to identify what they need and help them take the next step.

You’ll know how to be warm without losing professional boundaries. You can sensitively redirect a lengthy conversation, recognise when something should be escalated to a clinician and avoid inadvertently stepping into the role of counsellor.

You’ll ideally be:

- An experienced and highly capable administrator
- Mature in outlook, with excellent judgement and common sense
- Intelligent, perceptive and a quick thinker
- Proactive, resourceful and solution‑focused
- A confident multi‑tasker who can juggle competing priorities
- A fast learner who retains what they learn
- Self‑directed and capable of working independently once trained
- Responsible and accountable for seeing things through
- Extremely organised, with exceptional attention to detail
- Compassionate and personable, with explicit professional boundaries
- An excellent verbal and written communicator
- Commercially aware, with strong customer service skills and the confidence to turn genuine enquiries into bookings
- Highly proficient in Outlook, Teams, Word and Excel
- Experience with Cliniko and/or previous experience in allied health, medical, dental or another appointment‑based professional service would be highly regarded.

You'll be one of the faces of Therapea Health

We’re not a corporate organisation, and we don't want to feel like one.

As one of the first people our clients meet or speak with, you'll reflect the character of our practice – warm, personable and down‑to‑earth, while also polished, articulate and well‑presented.

You’ll understand that how you greet someone, answer the phone, write an email and conduct yourself at reception all contribute to the impression people form of Therapea Health.

Most importantly, you'll represent our values of Respect, Excellence, Integrity,



Flexibility and Client‑Centred Care.

Working with us

This role reports to Therapea Health’s Directors,Bron and Mary, with Bron as Managing Director overseeing the day‑to‑day operations of the practice.

Our Directors and Administration Assistant work as a close and team-oriented team, communicating regularly to keep referrals, practitioner schedules, client matters and practice priorities moving smoothly.

We value open communication and teamwork, while trusting each person to take ownership of their role. We're looking for someone who keeps us informed, raises issues when needed and contributes solutions – while confidently managing their own day‑to‑day responsibilities.

What success looks like

The right person understands that excellent client care and good business administration are not competing priorities.

It's possible to be compassionate while being efficient; to listen without providing free counselling; and to support someone sensitively while still moving their enquiry towards an appropriate outcome.

You'll take pride in responding quickly, following things up, filling appointment gaps and keeping our practitioners' schedules at healthy capacity.

We're also developing a performance‑based incentive program recognising excellent results, including successful enquiry‑to‑booking conversion and supporting individual practitioners to achieve at least 85% of their billable‑hour KPIs, where those outcomes are within the administrator's influence.

Hours

The position will initially be approximately 16–20 hours per week, working from our Werribee clinic, with potential for the responsibilities and hours to increase as Therapea Health grows.

We particularly need someone available to work afternoons from 2pm–6pm, as the after‑school period is our busiest time of day. The exact spread of days can be discussed; however, regular 2pm–6pm availability is an important requirement of the role.

Is this you?

We're being very considered about who we appoint. We’re not simply looking for someone to sit at reception – we're looking for the right person to become an significant and trusted member of our team.

If you're looking for a quiet reception role where you simply answer the phone and process whatever comes your way, this probably isn't the position for you.

But if you're an experienced administrator who enjoys being busy, takes pride in doing things well, notices what needs doing and reads this advertisement thinking “This sounds exactly like me”, we'd genuinely like to hear from you.

We're interested in how you think and work, not simply where you've worked before.

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📌 Administration Assistant / Receptionist - Allied Health (Williamstown)
🏢 Therapea
📍 Williamstown