Medical Receptionist jobs in Dandenong VIC

Administration

WONDER KIDS OT – Dandenong | South-East Melbourne

Full-Time

About WONDER KIDS OT

WonderKids OT is a paediatric occupational therapy clinic supporting children and families across South-East Melbourne. We are looking for a warm, organised and reliable Allied Health Assistant & Administration/Receptionist to join our growing team.

This is a great opportunity for someone who enjoys working with children and families and is interested in combining reception, administration, client communication and allied health support in a paediatric setting.

About the Role

As the Administration team member, you will be an important part of the day-to-day operation of our clinic.

You will be the first point of contact for families, assisting with reception and administration while also supporting Occupational Therapists and Allied Health Assistants with therapy preparation and session-related tasks.

The role will be primarily based at our Dandenong clinic, with some community-based responsibilities across South-East Melbourne as required.

Position: full-Time
Location: Dandenong / South-East Melbourne
Reporting to: Team Leader
Probation: 6 months
Start date: To be confirmed

Key ResponsibilitiesReception & Customer Service

• Welcome children, families, participants and visitors in a friendly and professional manner.
• Answer phone calls, emails and general enquiries.
• Provide information about WonderKids OT services and appointments.
• Maintain a warm, respectful and family-focused approach.
• Communicate professionally with families, therapists, schools and external providers.

Appointment & Scheduling

• Schedule, confirm, reschedule and cancel appointments using Cliniko and other systems.
• Manage therapist and Allied Health Assistant calendars.
• Send appointment reminders and assist with waitlist management.
• Coordinate appointments across clinic, school, home and community settings.
• Assist with coordinating therapist travel and service locations.

Administration & Records

• Maintain accurate and up-to-date client records.
• Process referrals, intake forms, service agreements and consent forms.
• Complete data entry, filing, scanning and document management.
• Assist with preparing reports, correspondence and other administrative documents.
• Maintain confidentiality and comply with privacy requirements.

Accounts & Billing

• Assist with invoicing and payment processing.
• Follow up outstanding accounts when required.
• Assist with administration relating to NDIS, Medicare, TAC, WorkSafe and private clients.
• Maintain accurate administrative and financial records.

Allied Health & Therapy Support

• Prepare therapy resources, equipment and session materials.
• Set up and pack down therapy activities and treatment areas.
• Support Occupational Therapists and Allied Health Assistants with session preparation.
• Assist with therapy session logistics under the direction of the treating therapist.
• Help maintain and organise therapy resources and equipment.
• Monitor stock levels and assist with ordering and replenishing resources.
• Provide general operational support to the therapy team.

Family & Community Coordination

• Communicate with families regarding appointments, documentation and service-related enquiries.
• Liaise with schools, kindergartens, support coordinators and other community providers as required.
• Assist with coordinating clinic, school, home and community-based services.
• Follow up outstanding documentation and administrative requirements.

General Duties

• Maintain a clean, organised, safe and welcoming clinic environment.
• Assist with general reception and office duties.
• Participate in team meetings, training and professional development as required.
• Follow WonderKids OT policies, procedures and confidentiality requirements.
• Undertake other reasonable administrative, reception and allied health support duties as directed by management.

About You

We are looking for someone who is:

• Warm, friendly and approachable.
• Passionate about working with children and families.
• Highly organised and able to manage multiple tasks.
• Reliable, punctual and professional.
• A strong communicator with excellent interpersonal skills.
• Comfortable speaking with families, schools and health professionals.
• Confident using computers and learning new systems.
• Able to work independently while also being a supportive team member.
• Respectful and understanding of children with diverse needs.
• Able to maintain confidentiality and professional boundaries.

Desirable Experience

Experience in any of the following will be highly regarded:

• Reception or administration in a healthcare or allied health setting.
• Paediatric occupational therapy or other allied health services.
• Working with children.
• NDIS administration.
• Cliniko or other practice management software.
• Previous experience as an Allied Health Assistant, therapy assistant, support worker or similar role.

Why Join WonderKids OT?

• Join a friendly and supportive paediatric allied health team.
• Work in a rewarding environment supporting children and families.
• Variety between administration, reception and therapy support.
• Opportunity to develop your skills in paediatric allied health.
• Part-time hours with approximately 20 hours per week.
• Work across clinic and community-based environments.

How to Apply

If you are enthusiastic, organised and passionate about supporting children and families, we would love to hear from you.

Please submit your application via email to:
zee@wonderkidsot.com.au

Please include:

• A cover letter outlining your suitability for the role
• Your current resume

WonderKids OT is an equal opportunity employer and welcomes applications from people with diverse backgrounds and experiences.

Please note that duties and hours may vary according to operational requirements. Additional administrative, reception, scheduling and allied health support duties may be required where reasonably within the employee's skills, training and experience.

Pay: $60,000.00 – $75,000.00 per year

Work Location: In person