Administrative Assistant For A Psychology Practice

We are seeking an organized, reliable, and proactive Administrative Assistant to handle the day-to-day operations of an Australian psychology practice. The ideal candidate will have excellent communication skills, with particular emphasis on email etiquette. As our practice relies on clear and professional communication with clients and team members, the ability to craft thoughtful, concise, and respectful emails is essential. We are looking for someone who can independently manage their workload, demonstrating a strong ability to work without constant direction or supervision. The role requires self-motivation, efficiency in multi-tasking, and the ability to thrive under pressure while consistently meeting deadlines. In addition, the ideal candidate will be open to constructive feedback, take initiative, and show a willingness to take on more responsibilities and grow within the role.

Key Responsibilities:

• Inbox Management: Monitor and manage incoming emails, responding to client inquiries and resolving issues as needed.
• Client Interaction: Respond to client queries with professionalism, providing assistance and problem-solving solutions.
• Appointment Scheduling: Manage and schedule appointments for clients while ensuring efficient therapist rosters.
• Financial Tasks: Process payments, invoices, and rebate claims in a timely and accurate manner.
• Record Keeping: Maintain and update client records while ensuring confidentiality and accuracy.
• Therapist Coordination: Manage therapist rosters, onboard new therapists, and assist with their offboarding process.
• Report Generation: Create periodic reports based on practice needs and action as per therapist feedback.
• Team Coordination: Facilitate communication within the team, ensuring everyone stays updated on key practice developments.
• Content Management: Upload and schedule weekly blog posts and newsletters (the copywriting team will provide the content).
• Room for improvement: Continuously identify areas for improvement in communications & Standard Operating Procedures (SOPs) and suggest necessary changes.
• Collaboration with Director: Regularly coordinate with the director to ensure smooth practice operations.

Job Structure:

• Home-Based Role: This is a remote position that allows you to work from home. You must have a high-speed internet connection and power backup.
• Morning Shift: The role will follow a morning shift, 5 hours, starting at 8 AM or earlier to utilize the most of the Australian business hours
• Paid Holidays: Except for a one-day holiday on both Eids, no other Pakistani public holidays will be provided.
• Benefits: This position comes with generous bonuses and annual increments.
• First Month: The first month of the role will be dedicated to training on the Practice Management Software, learning the company's policies, and documenting Standard Operating Procedures (SOPs) to ensure a smooth transition into the role.
• Probation Period: Following the initial month, you will enter a 2-month probation period during which you will have the opportunity to work independently and demonstrate the skills required for this role.

• Fluency in English: Strong command of grammar, punctuation, and spelling (both verbal and written).
• Email Management: Ability to efficiently manage emails and compose professional, clear, and respectful communications.
• Microsoft Office & Google Apps Proficiency: Experience with Microsoft Word, Excel, PowerPoint, Google Drive, and Google Apps.
• Quick Learner: Ability to quickly adapt to new tools, processes, and systems.
• Adaptability: Ability to adapt to a fast-paced environment, adjusting priorities and workflow as needed.
• Multi-tasking & Efficiency: Strong multi-tasking skills, with the ability to handle multiple tasks simultaneously and efficiently.
• Pressure Handling: Ability to work under pressure while maintaining quality.
• Time Management: Ability to effectively meet deadlines and manage time across competing priorities.
• Constructive Feedback: Open to receiving and implementing constructive feedback to improve performance and processes.
• Growth Mindset: Willingness to take on more responsibilities and grow professionally within the role.
• Dependability: Honesty, trustworthiness, and a strong sense of responsibility.
• Attention to Detail: High attention to detail and the ability to work with accuracy.
• Independent Work Style: Ability to work independently with minimal supervision while managing tasks and priorities effectively.

Desired Skills (Basic knowledge is fine & training can be provided as well):

Familiarity with:

• Squarespace or other drag-and-drop website builders.
• Mailchimp or other email marketing platforms.