Administrative Specialist

We are looking for someone to join our small team offering administration support to both for profit and not-for-profit clients. We have an eclectic range of clientele and will need someone who can be flexible, empathetic, self motivated and very friendly. We need someone who can handle no two days being the same and be able to deal with weird, wonderful and bizarre.

We are a tight-knit crew who have worked from home for over 18 years to establish a strong connection with our clients and their clientele.  We need to find the right person for this role who can work autonomously whilst being part of a team, be proactive and always have a smile.  This is a permanent part time role, working approximately 28 hours per week. You will need to provide your own computer, mobile phone and internet. This role will predominantly work with for a Psychiatrist in the day to day management of their remote office. There will also be a high degree of Executive Assistant duties. Experience with working in the mental health sector is desirable.

The core role includes:

• Booking patient appointments
• Answering incoming phone calls (via a web based app)
• Liaising with Doctors surgeries
• Triaging patient referrals for appointments
• Assisting patients with telehealth setups for appointments
• Compiling templates and reports
• Directing patients requiring urgent care to the appropriate medical service
• Be able to take and prepare minutes of meetings and Board papers
• Be able to manage diaries, book appointments, oversee and triage emails
• Assist with updating websites
• General administrative tasks

In addition to above, we need someone to generally help with other clients and this work includes updating websites, social media and general administration. There is a high degree of telephone work with this role, so you must have access to a quiet and private environment. This senior role will only be suitable for those who have extensive experience and a proven track record. We are looking for someone who is after a long term position and wants to be part of a team

The ideal candidate will:

• Have substantial experience working from home and being able to focus on their work role during the allocated hours
• Have an excellent phone manner and clear, concise communication skills
• Be able to communicate with people who may be calling in a distressed state
• Be an administration guru
• Have experience in performing tasks which are complex and require a high degree of concentration
• Have excellent time management 
• Have strong computer skills (including MS Word, Excel, PowerPoint, PDF writing). 
• Be accountable, able to multi task and think independently
• Be able to work in a remote team environment
• Understand patient confidentiality
• Have a proven track record of delivering high quality work with at least 5 years experience
• Have experience in effective minute taking
• Have a fabulous personality

Applicants must be based within an hour of Brisbane and have full working rights within Australia. We meet four times a year face to face (usually on a Saturday) and if you are not based within an hour of Brisbane, sadly, we will not consider your application.

Applicants can send a one page cover letter (be as creative as you like) along with your CV to info@associationsolutions.com.au. Applicants may be requested to perform an excel and word test prior to interview. Applicants may also be requested to provide referees.

We didn't use AI to create this position description, so please don't use it in your application.