West Leederville & Joondalup | Approximately 4 daytime shifts per week
About Excelsis Group
Excelsis Group provides practice management, administrative support and consulting rooms to independent psychologists and allied health practitioners across our West Leederville and Joondalup locations.
We are looking for a reliable, warm and organised Front Desk & Administration Assistant to provide day-to-day reception support across our clinics.
About the Role
This is a straightforward but important front-desk role.
You will be the welcoming face of the clinic during your shift, greeting clients, answering telephone calls, taking payments, passing on messages and completing basic administrative tasks.
Our practitioners operate their own independent practices. Your role is to provide administrative support and follow the instructions and established processes provided by practitioners and management .
You will not be expected to make clinical decisions, determine fees, resolve billing matters, decide how client matters should be managed or make decisions on behalf of practitioners.
If something requires a practitioner's decision, your job is simply to take an accurate message, document it clearly and pass it on to the appropriate person .
You need to be comfortable working independently at the front desk while also understanding when something needs to be referred to a practitioner or manager.
What You'll Do
Open and/or close the clinic using established procedures
Welcome clients and visitors
Answer incoming telephone calls
Take explicit and accurate messages and pass them to the appropriate practitioner
Process client payments according to existing instructions
Book or change appointments where clear instructions have been provided
Monitor the reception email inbox and direct enquiries appropriately
Complete straightforward administrative tasks in Zanda
Scan, fax and send documents when requested
Complete basic administrative tasks requested by the Clinical Director or management
Keep reception and shared client areas tidy and presentable
Follow established clinic procedures and check when unsure
What We're Looking For
You don't need to run a medical practice. You do need to be someone we can rely on to confidently look after the front desk .
You will ideally be:
Warm, friendly and professional with clients
Reliable and punctual
Comfortable working independently
Organised and attentive to detail
Able to follow instructions and established procedures
Confident answering telephone calls and dealing with the public
Comfortable processing payments and using computer systems
Able to write clear, accurate messages and emails
Sensible about professional boundaries and confidentiality
Comfortable saying, "I’ll pass that on to your practitioner and ask them to get back to you" when a matter is outside the reception role
Calm when several things are happening at once
Previous reception or administration experience would be helpful, particularly in healthcare or allied health, but we are primarily looking for someone who is reliable, capable and willing to learn our systems .
Experience with Zanda, Medicare or allied health administration would be an advantage but is not essential.
Hours
This is a casual position , currently expected to be approximately four daytime shifts per week.
Typical shifts will generally fall between 7:30 am and 2:30 pm or 1:30 pm and 7:00 pm , with hours varying according to clinic requirements. There may occasionally be additional hours for training, meetings or staff coverage.
There may be an opportunity for permanent part-time employment as the practice continues to grow.