Job Description
Administration Assistant / Receptionist - Allied Health Are you an admin gun who loves getting things done? n
Therapea Health is an established, independently owned multidisciplinary allied health practice in central Werribee, providing Psychology, Counselling, Occupational Therapy and Speech Pathology services.
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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.
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We're looking for an
exceptionally capable Administration
Assistant/Receptionist
to join our team for approximately ***** hours per week, with potential for the role and hours to grow over time.
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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.
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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.
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In other words, we're looking for an
admin gun!
The role n
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.
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Your responsibilities will include:
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Answering incoming calls and providing warm, confident and professional assistance
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Responding promptly to new referrals and enquiries
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Following up prospective clients and helping them identify the right practitioner or service
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Converting suitable enquiries into appointments through excellent customer service
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Scheduling and coordinating appointments
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Actively managing practitioner diaries and caseloads, including filling cancellations and identifying upcoming gaps
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Actively managing client waitlists, including regular follow‐up, matching clients with suitable practitioners and offering appointments as capacity becomes available
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Processing EFTPOS and HICAPS payments
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Maintaining accurate client and administrative records
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Ensuring enquiries and tasks are followed through to completion
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The person we're looking for n
This role requires a particular combination of
emotional intelligence, maturity, good judgement and practical capability
.
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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.
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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.
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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.
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You'll ideally be:
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An experienced and highly capable administrator
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Mature in outlook, with excellent judgement and common sense
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Intelligent, perceptive and a quick thinker
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Proactive, resourceful and solution‐focused
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A confident multi‐tasker who can juggle competing priorities
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A fast learner who retains what they learn
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Self‐directed and capable of working independently once trained
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Responsible and accountable for seeing things through
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Extremely organised, with
exceptional attention to detail
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Compassionate and personable, with clear skilled boundaries
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An excellent verbal and written communicator
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Commercially aware, with strong customer service skills and the confidence to turn genuine enquiries into bookings
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Highly proficient in
Outlook, Teams, Word and Excel
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Experience with
Cliniko
and/or previous experience in allied health, medical, dental or another appointment‐based professional service would be highly regarded.
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You'll be one of the faces of Therapea Health n
We're
not a corporate organisation
, and we don't want to feel like one.
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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.
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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.
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Most importantly, you'll represent our values of
Respect, Excellence,



Integrity, Flexibility and Client‐Centred Care
.
Working with us n
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.
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Our Directors and Administration Assistant work as a close and collaborative team, communicating regularly to keep referrals, practitioner schedules, client matters and practice priorities moving smoothly.
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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 n
The right person understands that
excellent client care and good business administration are not competing priorities
.
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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.
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You'll take pride in responding quickly, following things up, filling appointment gaps and keeping our practitioners' schedules at healthy capacity.
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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 n
The position will initially be approximately
***** hours per week
, working from our Werribee clinic, with potential for the responsibilities and hours to increase as Therapea Health grows.
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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? n
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 important and trusted member of our team
.
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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.
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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.
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We're interested in
how you think and work
, not simply where you've worked before.
#J-*****-Ljbffr

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