Reception & Admin Executive

Expressive Mind Therapy; Ulladulla; On-site; AUD 60,000 - 70,000; Full time

Job summary

Expressive Mind Therapy Pty Ltd in Ulladulla, NSW, is seeking a highly organized Reception & Administration Executive to join our multidisciplinary practice.

You will be the first point of contact for clients, manage calendars, data entry and billing support, and contribute to efficient office operations while maintaining a confidential client experience.

Qualifications

• Certificate III or IV in Business Administration is preferred.
• Experience in reception/administration in healthcare or allied health is advantageous.
• Excellent attention to detail and confidentiality.
• Strong data-entry and calendar management skills.

Responsibilities

• Provide professional, welcoming first contact for clients and visitors.
• Coordinate appointments, practitioner calendars and inquiries.
• Maintain accurate electronic records and filing systems.
• Assist with invoicing, billing and plan management where applicable.
• Support therapists and office operations with proactive communication.

Skills

Advanced MS Office

Data entry

Attention to detail

Organisation

Communication

Education

Certificate III/IV in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

SharePoint

Xero

Job description

Expressive Mind Therapy Pty Ltd

About Expressive Mind Therapy

Expressive Mind Therapy is a growing, NDIS-registered and multidisciplinary allied health practice committed to delivering high-quality, person-centred therapeutic services.

Based in Ulladulla, NSW, our team provides a diverse range of services, including Speech Pathology, Positive Behaviour Support, Social Work, Counselling, Early Intervention and other therapeutic supports.

We pride ourselves on our professionalism, compassion, clinical excellence and commitment to making a meaningful difference in the lives of individuals, families and communities.

As our organisation continues to grow, we are seeking an exceptional Reception & Administration Executive to join our team and play an important role in supporting our clients, practitioners and daily business operations.

This is an opportunity to become part of a supportive, purpose-driven organisation where attention to detail, initiative, accountability and outstanding customer service are genuinely valued.

About the Role

We are seeking a highly organised, proactive and experienced administration professional who takes pride in delivering exceptional work.

This is much more than a traditional reception position.

As our Reception & Administration Executive, you will be a key point of contact for our clients while providing essential administrative and operational support across our multidisciplinary practice.

The successful candidate will demonstrate exceptional attention to detail, advanced computer literacy, highly accurate data entry skills and the ability to manage competing priorities in a busy professional environment.

You will be someone who can work independently, identify priorities, solve problems and contribute positively to a collaborative team.

Key Responsibilities

Reception & Client Experience

• Provide a professional, welcoming and compassionate first point of contact for clients, families, stakeholders and visitors.
• Manage incoming telephone calls, emails and enquiries efficiently and professionally.
• Coordinate client appointments, practitioner calendars, cancellations and rescheduling.
• Maintain a welcoming, organised and confidential reception environment.
• Communicate sensitively with clients who may be experiencing challenging circumstances.

Administration & Data Management

• Perform high-volume data entry with an exceptional level of speed, accuracy and attention to detail.
• Maintain accurate, up-to-date electronic client records, databases and administrative documentation.
• Prepare, format and manage professional correspondence, reports, spreadsheets and business documents.
• Manage electronic filing systems, document control and record-keeping processes.
• Identify and correct data discrepancies while maintaining high standards of information integrity.
• Support ongoing improvements to administrative systems, workflows and procedures.
• Ensure administrative tasks are completed accurately and within required timeframes.

Billing & Financial Administration

• Assist with client invoicing, billing, payment processing and account enquiries.
• Support accurate entry and reconciliation of billing information.
• Liaise professionally with clients, plan managers and relevant funding organisations.
• Assist with NDIS-related administration, service documentation and billing requirements.
• Support administrative processes associated with Medicare and private health insurance claims where applicable.
• Assist with outstanding invoice follow-ups and general financial administration as directed.

Team & Operational Support

• Provide administrative support to therapists, management and other team members.
• Coordinate appointments, internal communications and general office operations.
• Assist with preparing documents, maintaining registers and supporting compliance processes.
• Monitor office supplies and maintain an efficient, professional working environment.
• Demonstrate initiative by identifying opportunities to improve efficiency and client experience.

We are looking for candidates who can demonstrate the following:

1. Advanced Microsoft Office Skills

A high level of proficiency across Microsoft 365 applications is essential, particularly:

• Microsoft Word: Professional document preparation, formatting, templates and correspondence.
• Microsoft Excel: Confident use of spreadsheets, data entry, sorting, filtering, formulas and accurate data management.
• Microsoft Outlook: Professional email management, calendar coordination and appointment scheduling.
• Microsoft Teams: Internal communication, collaboration and meeting coordination.
• Microsoft OneDrive and SharePoint: Electronic document storage, file management and collaboration.

2. Exceptional Data Entry & Accuracy

• Demonstrated experience in accurate and efficient data entry.
• Outstanding attention to detail, including the ability to identify errors, inconsistencies and missing information.
• Strong typing, computer navigation and database management skills.
• Ability to maintain accuracy while managing multiple tasks and deadlines.
• A commitment to maintaining complete, reliable and confidential records.

3. Administration & Organisational Experience

• Previous experience in a reception, administration, medical administration or office coordination role.
• Strong time management and organisational skills.
• Ability to prioritise workloads and meet deadlines without compromising accuracy.
• Experience managing multiple calendars, appointments and competing administrative demands.
• Strong problem-solving skills and the ability to work with minimal supervision.

4. Communication & Professionalism

• Excellent written and verbal communication skills.
• Professional telephone manner and strong interpersonal skills.
• Ability to communicate respectfully with clients, families, healthcare professionals and external stakeholders.
• High standards of confidentiality, discretion and professional conduct.
• A compassionate, inclusive and non-judgemental approach to client interactions.

Highly Desirable Experience

While not essential, candidates with experience or knowledge in the following areas will be highly regarded:

• NDIS: Understanding of NDIS processes, service bookings, service agreements, plan management and invoicing.
• Medicare: Familiarity with Medicare billing, claiming processes and relevant administrative requirements.
• Private Health Insurance: Knowledge of private health fund claiming and payment processes.
• Allied Health or Medical Administration: Previous experience supporting therapists, clinicians or healthcare practitioners.
• Practice Management Software: Experience using client management, appointment scheduling or clinical practice systems.
• Accounts Administration: Experience with invoicing, accounts receivable, payment reconciliation or accounting software such as Xero.
• Experience working in an NDIS-registered or compliance-focused organisation.

Importantly, previous NDIS, Medicare or private health experience is not mandatory. We encourage applications from highly capable administration professionals who demonstrate strong transferable skills and a genuine willingness to learn.

The Person We’re Looking For

Qualifications and experience matter, but so does attitude.

Our ideal candidate is someone who:

• Takes genuine pride in producing accurate, high-quality work.
• Has exceptional attention to detail and does not overlook the small things.
• Is proactive, resourceful and confident taking initiative.
• Demonstrates reliability, accountability and professional integrity.
• Can work independently while contributing to a supportive team.
• Remains calm, organised and professional during busy periods.
• Understands the importance of privacy and confidentiality in a healthcare setting.
• Has a positive, solutions-focused approach to challenges.
• Is comfortable adapting to new systems, processes and organisational growth.
• Understands that behind every appointment, phone call and client record is a person who deserves respect, compassion and quality service.

Qualifications

A Certificate III or IV in Business Administration, Medical Administration, Business or a related discipline will be viewed favourably.

However, demonstrated experience, technical capability, attention to detail and professional attitude will be equally important in our selection process.

Why Join Expressive Mind Therapy?

At Expressive Mind Therapy, you will be joining more than just a workplace.

You will become part of a growing allied health organisation that values its people, supports professional development and is committed to making a genuine difference in our community.

We offer:

• A full-time position based in Ulladulla, NSW.
• The opportunity to work alongside a diverse multidisciplinary allied health team.
• A professional, inclusive and supportive workplace culture.
• Opportunities to develop your skills across healthcare administration, billing and business operations.
• A varied and rewarding position where your contribution directly supports the delivery of quality therapeutic services.
• The opportunity to grow professionally as our organisation continues to expand.

Expressive Mind Therapy Pty Ltd

Supporting People. Empowering Lives. Making a Difference.