Administrative Assistant

Kids Therapy Clinics Pty Ltd; Sydney; On-site; AUD 48,000 - 60,000; Full time

Job summary

Kids Therapy Clinics Australia in Sydney is seeking an Administration Assistant to support day-to-day clinic operations. You will greet families, coordinate appointments, manage files and liaise with therapists and external stakeholders in a friendly, professional manner.

This role requires prior admin or reception experience, excellent communication, strong organisation, and the ability to handle multiple tasks.

Qualifications

• Experience in administration, reception or customer service.
• Excellent verbal and written communication.
• Strong organisational and time-management skills.
• Ability to manage multiple priorities in a busy environment.
• Attention to detail and accuracy; proficient in Microsoft Office and email.
• Professional and compassionate communication with families.
• Maintain confidentiality with sensitive client information.
• Initiative to work independently and as part of a team.
• Reliable attendance and strong work ethic.
• WWCC and National Criminal History Check within last 6 months.

Responsibilities

• Greeting children, parents and visitors with a warm, professional reception.
• Answering calls and responding to general enquiries.
• Managing client appointments and therapist calendars.
• Booking, confirming, rescheduling and cancelling appointments.
• Responding to emails and maintaining professional family communication.
• Creating and maintaining client files and accurate information.
• Processing referrals, intake documentation and service paperwork.
• Assisting with NDIS participant administration and funding information.
• Processing payments, invoices and general billing inquiries.
• Scanning, filing, uploading and maintaining confidential documents.

Skills

Reception experience

Customer service

Communication

Time management

Attention to detail

Confidentiality

Independent & team work

Tools

Microsoft Office

Job description

As an Administration Assistant, you will play an important role in the day-to-day operation of the clinic and will often be the first point of contact for children, families, therapists and external stakeholders at Kids Therapy Clinics Australia, a multidisciplinary paediatric therapy clinic supporting children and families across South-West Sydney.

Key responsibilities

• Greeting children, parents and visitors and providing a warm and professional reception experience
• Answering incoming telephone calls and responding to general enquiries
• Managing client appointments, therapist calendars and clinic schedules
• Booking, confirming, rescheduling and cancelling appointments
• Responding to emails and maintaining professional communication with families
• Creating and maintaining client files and ensuring information is accurately recorded
• Processing referrals, intake documentation and service-related paperwork
• Assisting with NDIS participant administration, service agreements and funding information
• Processing payments, invoices and general billing enquiries
• Scanning, filing, uploading and maintaining confidential client documentation

About you

• Previous experience in administration, reception or customer service
• Excellent verbal and written communication skills
• Strong organisational and time-management skills
• Confidence managing multiple priorities in a busy environment
• Excellent attention to detail and accuracyStrong computer skills, including Microsoft Office and email
• A professional and compassionate approach when communicating with families
• The ability to maintain confidentiality when handling sensitive client information
• Initiative and the ability to work independently while also contributing to a team
• Reliable attendance and a strong work ethic
• A current WWCC and National Criminal History Check (within last 6 months) required.

About us

Kids Therapy Clinics Australia (KTC) is a growing multidisciplinary paediatric therapy clinic supporting children and families across South-West Sydney. Our team provides a range of allied health and developmental services within a modern, professional and family-focused clinical environment.

Monday-to-Friday hours

A modern, purpose-designed clinic environment

A friendly and supportive multidisciplinary team

A varied role with opportunities to develop your administrative skills

Training and support to learn our systems and processes

Exposure to the allied health and NDIS sectors

Opportunities for professional growth as the organisation continues to expand

A rewarding workplace where your role directly supports children and families accessing important therapy services