Receptionist / Front Desk Staff

Excelsis Psychology; Perth; On-site; AUD 39,000 - 47,000; Full time

Job summary

Excelsis Group is seeking a Front Desk & Administration Assistant to support our West Leederville and Joondalup clinics. This casual role involves greeting clients, handling calls, taking payments and basic admin tasks, with a friendly, organised approach.

You will work roughly four daytime shifts per week, typically 7:30 am to 2:30 pm or 1:30 pm to 7:00 pm, with potential for extended hours or part-time as the practice grows.

Qualifications

• Experience in reception or administration, preferably in healthcare or allied health.
• Demonstrated reliability, punctuality and ability to follow procedures.
• Strong organisational skills and attention to detail.
• Ability to communicate clearly in messages and emails.

Responsibilities

• Open and close the clinic using established procedures.
• Welcome clients and visitors; answer calls and take messages.
• Process client payments and book or adjust appointments.
• Monitor reception inbox and direct inquiries to the appropriate practitioner.
• Keep reception and shared areas tidy and presentable.
• Follow clinic procedures and escalate when unsure.

Skills

Customer service

Reliability

Punctuality

Independence

Tools

Zanda

Job description

Front Desk & Administration Assistant – Casual

West Leederville & Joondalup | Approximately 4 daytime shifts per week

About Excelsis Group

Excelsis Group provides practice management, administrative support and consulting rooms to independent psychologists and allied health practitioners across our West Leederville and Joondalup locations.

We are looking for a reliable, warm and organised Front Desk & Administration Assistant to provide day-to-day reception support across our clinics.

About the Role

This is a straightforward but important front-desk role.

You will be the welcoming face of the clinic during your shift, greeting clients, answering telephone calls, taking payments, passing on messages and completing basic administrative tasks.

Our practitioners operate their own independent practices. Your role is to provide administrative support and follow the instructions and established processes provided by practitioners and management.

You will not be expected to make clinical decisions, determine fees, resolve billing matters, decide how client matters should be managed or make decisions on behalf of practitioners.

If something requires a practitioner's decision, your job is simply to take an accurate message, document it clearly and pass it on to the appropriate person.

You need to be comfortable working independently at the front desk while also understanding when something needs to be referred to a practitioner or manager.

What You'll Do

Open and/or close the clinic using established procedures

Welcome clients and visitors

Answer incoming telephone calls

Take clear and accurate messages and pass them to the appropriate practitioner

Process client payments according to existing instructions

Book or change appointments where clear instructions have been provided

Monitor the reception email inbox and direct enquiries appropriately

Complete straightforward administrative tasks in Zanda

Scan, fax and send documents when requested

Complete basic administrative tasks requested by the Clinical Director or management

Keep reception and shared client areas tidy and presentable

Follow established clinic procedures and check when unsure

What We're Looking For

You don't need to run a medical practice. You do need to be someone we can rely on to confidently look after the front desk.

You will ideally be:

Warm, friendly and professional with clients

Reliable and punctual

Comfortable working independently

Organised and attentive to detail

Able to follow instructions and established procedures

Confident answering telephone calls and dealing with the public

Comfortable processing payments and using computer systems

Able to write clear, accurate messages and emails

Sensible about professional boundaries and confidentiality

Comfortable saying, "I’ll pass that on to your practitioner and ask them to get back to you" when a matter is outside the reception role

Calm when several things are happening at once

Previous reception or administration experience would be helpful, particularly in healthcare or allied health, but we are primarily looking for someone who is reliable, capable and willing to learn our systems.

Experience with Zanda, Medicare or allied health administration would be an advantage but is not essential.

Hours

This is a casual position, currently expected to be approximately four daytime shifts per week.

Typical shifts will generally fall between 7:30 am and 2:30 pm or 1:30 pm and 7:00 pm, with hours varying according to clinic requirements. There may occasionally be additional hours for training, meetings or staff coverage.

There may be an opportunity for permanent part-time employment as the practice continues to grow.