Job Title

Bilingual consulting (T/A Blackburn Speech & Paediatric Therapy)About Us :We are a multidisciplinary allied health clinic providing speech therapy, occupational therapy, play therapy, and psychology services.We predominately serve paediatric clients, but also provide services to teenagers and adults in the community, depending on their needs.Our mission is to support and empower our clients through skilled, bilingual and family-centred therapy services.Through achieving this mission, we aspire to realise our vision to be a beacon of hope for families from culturally and linguistically diverse (CALD) backgrounds.About You :A certification in Administration highly desirablePosition Summary :As Receptionist, you will be representing the clinic to ensure clients and visitors receive excellent and professional customer service as well as having a key role in diary management and waiting list triage and organisation. You will be responsible to ensure all reception areas operate a high quality service at all times and supervise a range of administrative duties to ensure the smooth operations of the practice.Key Requirements :ExperienceSome experience working in a medical practice is an advantage but not essentialKnowledge and SkillsHighly developed verbal and written communications skillsExcellent attention to detailAbility to manage and organise work and self in a systematic, accurate and timely mannerInformation Technology skills regarding proficient use of major programmes and packages (Word, Excel, PowerPoint)AttributesExcellent interpersonal skillsProfessional presence with clientsCapacity to accommodate the varying level and urgency of the tasksAbility to work well under pressureEnthusiastic to further develop abilitiesExperience working culturally and linguistically diverse communitiesExperience working with childrenExperience in the provision of health promotion/community education activitiesBe fluent in English and able to converse in Cantonese and MandarinAccurate typing 40wpmComputer skills and knowledgeMicrosoft Office Suite Basic / IntermediateKnowledge and operation of standard office equipmentCurrent knowledge of clerical and administrative procedures and systems such as filing and record keepingStrong communication skills - written and verbalExcellent planning and organisingAbility to effectively prioritizingProblem assessment and problem solvingInformation gathering and information monitoringHigh attention to detail and accuracyFlexibility and adaptabilityStrong customer service orientatedTeamwork focus and approachJob Responsibility :FRONT DESK MANAGEMENTContinues to fulfil all duties as outlined in the Receptionist Job Description.Responsible for the compilation of the Front Desk Duty Roster in line with the operational requirements.Responsible for proactive identification of front desk recruitment needs and execution of such with the approval and support of the Practice Director.ADMINISTRATIVE MANAGEMENTRepresent the practice as the first point of contact, greeting clients and visitors at reception and answering all incoming calls and making client bookings.Provide administrative support to the Director such as managing mail, emails and preparation of documents and correspondence, managing stationary and supplies, photocopying, binding of documents and running errands as required.Update and maintain client files including preparing new files, scanning of documents, the filing of electronic and hard copy documents and archiving of closed files.Assist with delivery of workshops and seminars such as set up of room, providing refreshments, preparation of materials and presentations etc.Process all client payments and ensure the end of day procedures are completed.Ensure reception area, practice rooms and waiting area are maintained cleanly and tidily.Assist with the technical setup of patient examination, e.g. instructing patients where to wait, or initiating testing protocols.Assist with the coordination and invoicing of subletters and subcontractors.Follow up with the list of weekly tasks and complete the procedural checklists.Social Media marketing and monitoring of up and coming events and promotions.Data entry of client information into Halaxy and spreadsheet.Prepare and send Monthly newsletter and bulk email campaigns through Mailchimp or similar software tools.Summarise and report on weekly takings and other specific KPIs (Key performance indicators)QUALITY IMPROVEMENTEnsures administration staff compliance with the requirements of workplace health and safety, and antidiscrimination practices and behaviour in the work environment.Place a consistent focus on Quality Improvement through the streamlining of all administrative and front desk systems, processes and procedures.CUSTOMER SERVICEProvision of a high-level customer service to our referrers, clients and other strategic relationships.Actively participate in initiating, developing and implementing quality and service improvement processes throughout the practice with specific emphasis on the front desk.Client and clinic managementEnsure Clinic rebooking rate is >90%Clinic cancellation rate is Highlighting to team members that they are falling behind in Medicare documentation requirementsMonitor stationery and practice supplies, order monthly restock to maintain minimum levels of stockEnsuring all current marketing materials are in stock - Welcome packs, flyers, business cards etcInclude sick pay and annual leaveMonitor change of shifts and hours during pay periodsMaintain a cooperative team environment by communicating openly and in a friendly manner, working efficiently and amicably with all members of the clinicEnsure that the clinic is fully supported to enable the delivery of quality client care by the practitioners and staffMaintain clinic policies and proceduresRespect confidentiality and privacy of practitioners, directors, staff and patients at all timesProvide training and feedback to reception team to ensure processes and quality of service is maintainedOversee the reception team''s general dutiesCall screening and message takingReceiving and directing visitors and clients appropriatelyIncoming mail scanning, filing and distributionOutgoing recording and disbursing accuratelyPhotocopy and scanning (when required)Stationery suppliesMaintain stock inventory for salesGeneral cleanliness of common areasOther adhoc activities as directed by managementJob Functions :AdministrationJob Benefits :Include sick leave and annual leaveSelling Point :25-30Contact :Chloe WongCompany: Bilingual consulting (T/A Blackburn Speech & Paediatric Therapy) #J-18808-Ljbffr