Practice Coordinor

Excellent Salary + Super + Parking + RDOs

PsychPhys is a unique organisation with a high focus on community. We offer a wrap-around service for individuals who are faced with challenges of mental health and or disability. Our unique approach is inclusive, supportive and person-centered. We tailor our programs to the individual with access to our team of Allied Health professionals. Our PsychPhys team includes Psychologists, Exercise Physiologists, Dietitians, Speech Pathologists and Occupational Therapists. We offer services across the generation with a breakdown of individuals between the age of 0-4yrs; 5 - 11yrs; 12yrs -21yrs; and 21+yrs. These programs are in the provision of support services to government and non-government agencies, schools, Treating Health Professionals, and individuals.

PsychPhys is located across 8 sites throughout Melbourne and Adelaide.

The Role

The Practice Coordinator role is crucial in understanding the needs of their dedicated practice site with a primary focus on the delivery of high-quality support to clients and staff. This multifaceted role is a combination of Administration, Customer Service, Operational guidance, Team building, People Management and will be responsible for an individual coordination portfolio. The Practice site Coordinator will lead by example, ensuring adherence to company policies and procedures. This position is located onsite and based at the reception front counter at our Surrey Hills Practice Site.

Candidate:

The candidate will uphold the following proficiencies:

• Demonstrate the ability to deliver and communicate sensitive information with individuals inclusive of culture, age and cognition.
• Demonstrate organic and genuine rapport building with individuals and stakeholders.
• Demonstrated effective verbal and written communication with particular emphasis on interpersonal communication skills.
• Demonstrate the ability to maintain confidentiality and record-keeping.
• Demonstrate skill in working professionally as part of a multidisciplinary team.
• Demonstrate competence in the use of information technology, internet, and desktop applications; e.g. electronic client record systems, Google Workspace and database packages.
• Enjoy health and fitness, and promote benefits of healthy independent living.
• Ability to prioritise and organise, with attention to detail.
• Ability to work autonomously and take initiative in appropriate circumstances.

Qualifications/Certifications:

• Experience working in the Community Health Sector.
• A satisfactory Police Criminal Check dated within 6 months of commencement.
• A valid Employee Working with Children's Check.
• A current Driver's License.

Role Responsibilities:

The responsibilities of the Practice site Coordinator are:

Site Specific

• Maintaining a safe, neat, and clean practice environment by overseeing cleanliness standards.
• General housekeeping such as tidying and cleaning consult areas after each use; ensuring the waiting room is neat and tidy at all times, and ensuring the front counter/reception is neat and tidy at all times.
• Ensure site and its belongings are secure at all times.
• Ensure consumables and equipment are kept stocked and maintained to the company's standards and conditions.
• Ensure the Practice site remains set up in line with company preferences and marketing/promotional guidelines.

Cultural

• Fostering a positive, professional, and collaborative work environment.
• Encouraging employee motivation, professional development and satisfaction.
• Setting the standard and championing appropriate workplace behavior.
• Excellent interpersonal and communication skills, both written and verbal for outgoing information.
• Understanding of emotional intelligence and the ability to adapt to the individual as required.
• Providing support where requested and within alignment to company processes and procedures.

Customer Service

• Respond to and adhere to the company's Quick Response Frameworks.
• Seek prompt resolution of administrative issues and inquiries in line with the company's Quick Response Frameworks.
• Coordinate calendars for all staff onsite to ensure client appointment expectations are met.
• Collect payment for services (on site; telehealth over phone; cancellations over the phone).
• Communication with clients on overdue invoices.
• Regular liaison/correspondence (verbal and in writing) with the Accounts team regarding invoices.
• Maintaining absolute confidentiality regarding patient and practice information.
• Ensure professional boundaries are set regarding Administrative and clinical roles and responsibilities.
• Offer a positive client experience at all times; and strive for exceptional patient satisfaction.
• Demonstrate a client-focused approach in service provision with genuine empathy and interest in their needs.
• Represent PsychPhys and the practice in a professional, confident and positive manner at all times.
• Develop professional relationships with GPs, allied health professionals and other key stakeholders and collaborations.

Operational Coordination

• Coordinate office resources including Psychological Assessment Tools while adhering to ethical requirements.
• Coordinate reasonable monthly site stationery requests in liaison with the Finance team including tea/coffee/milk.
• Coordinate maintenance of office equipment.
• Participate in the company's internal annual auditing processes, and support management if/when requested.
• Oversee day-to-day practice operations for the practice site to ensure a client-first experience is promoted.
• Record incidents and near misses; and report damaged equipment/resources in line with company policies and procedures.
• Handle site issues or complaints; escalate as per the company's Declaration of Authority Policy and Procedures document.

People Coordination

• Welcome and site set up for new employees.
• Coordinate staff employment and calendars, including annual/leave cover.
• The position is accountable for provision of expert coordination services to the practice, specifically being accountable to Company Executive for the performances of staff, clinicians and Practitioners.
• Additional projects/duties as required/delegated.

NB: The duties outlined in this position description are not exhaustive, and only an indication of the work of the role. PsychPhys can direct you to carry out duties which it considers are within your level of skill, competence, training and scope of practice.

Employee Benefits:

Leave Loading - Watch your salary increase as you take annual leave with entitlements calculated above the suggested minimum and raised to 17.9%.

Program Development Incentives - PsychPhys rewards those who shape the identity and pathways of our unique programs.

Recognition - Recognition of employee success is highly valued at PsychPhys with formal quarterly and annual award ceremonies. Be a part of seeing your peers shine by nominating them for monetary awards.

Perks - Explore an array of discounts and benefits from Dining, Fashion, Tech to Health and Wellbeing.

EDP - Every employee participates in an Employee Development Plan where you outline areas of professional development interests and the career growth you would like to achieve.

EAP - Work for an employer who values your wellbeing by investing in your access to our Employee Assistance Program.