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 16–20 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 professional 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 16–20 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 significant 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.

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