Administration Assistant

Beyond Words Therapy Centre; Beerwah; On-site; AUD 34,000 - 44,000; Part time

Job summary

Beyond Words Therapy Centre in Beerwah is seeking an organised Administration Assistant to join our paediatric allied health team. You’ll be the first point of contact for families, handle reception, phone and email enquiries, and schedule client appointments while supporting clinicians and day-to-day operations.

This two-day-per-week role may extend or shift in 2027, and we are open to permanent part-time or casual arrangements with the right applicant.

Qualifications

• Previous administration or reception experience would be highly regarded.
• Ability to multitask and stay calm in a busy paediatric clinic.

Responsibilities

• Manage reception and warmly welcome children, families and visitors.
• Answer and manage phone and email enquiries with an understanding ear.
• Schedule and coordinate client appointments.
• Maintain accurate client and practice information.
• Process general administration and documentation.
• Communicate with families, clinicians and external providers with compassion.
• Support therapists with day-to-day administrative needs.
• Assist with the smooth operation of a busy allied health practice.
• Use systems including Splose, Microsoft Office Suite, Adobe and Canva.

Skills

Multitasking

Customer service

Strong communication

Attention to detail

Tools

Splose

Microsoft Office

Canva

Job description

Beyond Words Therapy Centre is a locally based paediatric allied health practice in Beerwah. We have built a workplace that is professional and genuinely enjoyable to be part of. Our team works collaboratively across disciplines, supports one another and values the contribution each person makes to the children and families we work with. While we take the quality of our work seriously, we also believe a workplace can be friendly, relaxed and filled with plenty of laughter.

About the role

Beyond Words Therapy Centre is seeking an organised, capable and personable Administration Assistant to join our paediatric allied health team in Beerwah. We are a busy multidisciplinary practice supporting children and families across the Sunshine Coast. Our team includes speech pathologists, occupational therapists and a physiotherapist working together to provide high-quality, family-centred care. You'll often be the first person our families speak to or see when they contact the clinic, while also playing an important role behind the scenes in keeping our clinicians and day-to-day operations running smoothly. This is currently a two-day-per-week position, Tuesdays and Wednesdays, sharing the full time load with existing administration staff. There may be some opportunity to adjust or expand these arrangements in 2027. We are open to discussing either permanent part-time or casual employment with the right applicant.

Key responsibilities

• Managing reception and warmly welcoming children, families and visitors
• Answering and managing phone and email enquiries with an understanding ear
• Scheduling and coordinating client appointments
• Maintaining accurate client and practice information
• Processing general administration and documentation
• Communicating with families, clinicians and external providers with compassion
• Supporting our therapists with day-to-day administrative needs
• Assisting with the smooth operation of a busy allied health practice
• Using systems including Splose, Microsoft Office Suite, Adobe and Canva

About you

• We aren't simply looking for someone to sit at reception. We need someone who can help keep things operating with a smile.
• No two days in a busy paediatric clinic are quite the same — and they rarely go exactly to plan. Appointments change, phones ring, families arrive, therapists need assistance and unexpected things inevitably pop up.
• You'll need to be someone who can multitask, adapt and keep a cool head when the day gets busy. You should be comfortable being interrupted, changing priorities when needed and then picking up where you left off — without important details falling through the cracks.
• We're looking for someone who can go with the flow while helping everything else keep flowing smoothly.
• A warm, cheery, professional and respectful manner with children and families
• Strong problem-solving skills and good judgement
• Confidence using technology and learning new systems
• High attention to detail and accuracy
• Excellent organisation and time-management skills
• The ability to juggle multiple tasks and competing priorities
• A calm, flexible approach to any situation
• Someone who can show initiative and recognise what needs to be done then get it done
• Previous administration or reception experience would be highly regarded, particularly within allied health, healthcare, NDIS or another busy client-focused environment. Experience with the aforementioned software platforms would be an advantage, although we are happy to train the right person.