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Part Time - Personal and Administrative Assistant - Headway Therapy Online

Name of Employer

Headway Therapy Online

 

Title of Role

Personal and Administrative Assistant

PA, EA & Secretarial (Administration & Office Support)

 

Location

St Kilda East, Melbourne VIC

 

About the Role

This job is available only to permanent Australian citizens, and only applications with a cover letter will be considered.

We are currently seeking a highly skilled and experienced Personal & Administrative Assistant to join us at Headway Therapy Online in St Kilda East. The ideal candidate will be a self-starter with exceptional organisational, communication and personal skills, able to work independently and proactively while supporting the daily operations of our practice and the personal projects of the Psychologist. This role is more than just administration, you need to be an expert Personal Assistant. This role is available immediately.

Zipporah Oliver O.A.M. is an enthusiastic leader who wears many hats, which you as the PA, would need to be across in order to support her. Zipporah’s private psychology practice has been established for over 30 years, and you would be integral to its ongoing operation and reputation. This is a small practice where you will be working alongside Zipporah as a two person practice.  Zipporah is involved in a number of communal ventures and projects, which you would also assist in supporting. This position is more than just an administration role, the candidate needs to be compassionate and caring and well versed in Personal Assistant responsibilities and would ideally be willing to occasionally be available outside of work hours. You will need to be comfortable working autonomously and we are looking for you to be looking for a long term role of at least 2+ years.

Responsibilities:

  • General administration duties – maintaining client records, correspondence, scanning/photocopying, archiving, physical and digital file and storage management etc.
  • Providing sensitive and compassionate communication with clients as the voice and face of the practice.
  • Liaising with medical practitioners, colleagues, clients’ support workers, and other business partners.
  • Diary/schedule management and client appointments.
  • Processing bill payments, Medicare claims, NDIS and client invoices.
  • Undertaking ad hoc research regarding matters that may arise in the work.
  • Managing financial aspects of the practice and of Zipporah’s projects outside of the practice.
  • Maintaining and furthering the website, social media and marketing.
  • Managing multiple contact lists and calendars.
  • Maintaining the practice operations manual.
  • Preparing reports, including end of day, end of week and annual.
  • Maintaining tidiness and cleanliness of the practice.
  • Maintaining strict confidentiality.
  • Other administrative and personal support tasks as required.

Desired Skills & Experience:

  • Prior experience working as a personal assistant/admin assistant/receptionist.
  • Warm professional disposition.
  • A high level of integrity is essential.
  • Competence with technology and the Apple ecosystem, including the ability to troubleshoot.
  • Proficient with MS Office, Zoom, WhatsApp and other business applications.
  • Able to formulate professional communications, documents and reports.
  • Some knowledge of graphic design for the creation of professional booklets, flyers, posters and more.
  • Highly professional in all forms of communication and excellent interpersonal skills.
  • Excellent English verbal communication skills.
  • Highly proficient in English writing skills.
  • Able to work proactively and independently.
  • Punctual and reliable.
  • Quick learner.
  • Exceptional attention to detail.
  • Highly organised.
  • Coreplus or other practice management software experience is an advantage but not essential. 

 

Working Hours

This highly diverse role offers flexible hours with mostly independent work, and a relaxed office environment. The successful applicant can work on either a casual basis or part-time basis, and is approximately 20 hours per week, based on-site in St Kilda East. 

 

Qualifications/Skills Required

Applicants need to live in Melbourne with the right to work in Australia.

 

How to apply

To apply, please email your Cover Letter and CV to [email protected]

Please kindly note that any applications without a Cover Letter will not be reviewed. Please do not call the practice; only written applications will be accepted.

 

If you need assistance applying for a role, please contact the Jewish Care Employment Centre at 8517 5999 and ask to speak to a consultant.