Personal Assistant /Administration – role with a difference

At Time Well Spent we offer Reception Services to Allied Health Practitioners all around Australia. With current business growth last year we have been amazed at how fast our team is growing and  we have a new position available for an Office Administrator in a role of  Personal Assistant/Administration (based onsite in Hampton East)

The ROLE:

This role is a newly created role to cater for some of our clients who require extra administration services and personalised event management – it can be done around studies if required.

Your duties will include;

  • Administration Management – entails all aspects of a office role (although this role has a marketing and social media component)
  • Managing the internal emails, responding to and actioning all office enquiries for your allocated clients
  • Assist with the processing of invoices and rebates online through the diary management programs
  • Assist with some phone calls to chase up payments and forms if required.
  • Managing event calendars and programs  – using wordpress, canva, mailchimp on a regular basis
  • Building solid relationships with your clients both online and over the phone
  • Planning and promoting services for clients through social media posts on LinkedIN, Instagram and Facebook
  • Being proactive in going above and beyond to ensure you are always one step ahead of your clients ensuring you are making their day smooth as can be.
  • Keeping all procedures up to date and proactively searching for new ways to grow the business

The Successful Applicants

To be successful you will be an excellent communicator who presents professionally in addition to;

  • Office administration experience
  • High attention to detail
  • Experience in meeting deadlines and following processes 
  • Ability to multi task and take on new clients/programs/processes throughout the year as the business grows
  • Accurate with data entry and organised with excellent time management
  • An interest in marketing and social media – the capacity to assist in writing posts for clients potentially
  • Experience in working with WordPress, Canva, Mailchimp an advantage – not essential but you will be taught how to use these programs
  • A good listener with advanced empathy skills
  • Proficient in Microsoft word, excel and outlook – Required/Essential
  • A keen interest in Psychology and Allied Health Practices
  • Able to work autonomously, being proactive in task finalisation
  • A collaborator – someone who enjoys working with and learning from others
  • An ideas person – someone who wants to take their role to the next level.
  • A minimum of 3 years in an office environment

This role could potentially suit anyone in the bayside area who may be looking for a part time role – a minimum of 30 hours a week is ideal, but can be negotiated to suits the right person, to work around family/study responsibilities. 

If you are looking to work in a small office environment, working with a variety of clients everyday, using your organisational skills and wanting to learn new technical skills to advance your skills and knowledge of the Allied Health Sector then this is the role for you.

If you have passion for people, a high level of customer service and the energy to deal with a variety of tasks on a daily basis, then this would be the role for you!

Please send through your resume to recruitment@timewellspent.com.au  with a cover letter and note your available start date and expected remuneration as soon as you possible. We look forward to having you as part of the team at Time Well Spent. The role will commence in January 2022

Receptionist – Office Administrator –  Full Time Position (potential for 4 days)

At Time Well Spent we offer Reception services to Allied Health Practitioners all around Australia. Similiar to the role above we have a Full Time Position also available for one of our other teams. This role would begin in January and be based in our new office in Hampton East.

We can be flexible on the hours to work around studies and potentialy make it a job share role across the week or full time if you prefer. The hours would be done on a Monday to Friday – hours to be confirmed as we offer a few different start times in each team. 

Aside from the virtual reception services we offer administration and some marketing services and our high level of customer service is paramount to providing professional & high quality service to our clients. We are expanding the business and will be including more allied health services in the near future.

Your duties will include;

  • Reception/Practice Management – entails all aspects of a Receptionist role (although we are virtual and do not see clients) you will be answering a high call volume of phone calls and booking new clients into online diaries for many allied heath businesses
  • Managing the internal emails, responding to and actioning all office enquiries
  • Assist with the processing of invoices and rebates online through the diary management programs
  • Building solid relationships with your clients both online and over the phone
  • Building our clients practices through conversion of new clients
  • Being proactive in going above and beyond to ensure you are always one step ahead of your clients ensuring you are making their day smooth as can be.
  • Keeping all procedures up to date and proactively searching for new ways to grow the business
  • Managing your own group of clients

The Successful Applicants

To be successful you will be an excellent communicator who presents professionally in addition to;

  • Office administration experience
  • High attention to detail
  • Experience in answering the phone (High call volume) – Required/Essential
  • Ability to multi task and take on new clients/programs/processes throughout the year as the business grows
  • Accurate with data entry and organised with excellent time management
  • A good listener with advanced empathy skills
  • Proficient in Microsoft word, excel and outlook – Required/Essential
  • A keen interest in Psychology and Allied Health Practices
  • Able to work autonomously, being proactive in task finalisation
  • A collaborator – someone who enjoys working with and learning from others

If you are looking to work in a small office environment, working with a variety of clients everyday, using your organisational skills and wanting to learn new technical skills to advance your skills and knowledge of the Allied Health Sector then this is the role for you.

If you have passion for people, a high level of customer service and the energy to deal with a variety of tasks on a daily basis, then this would be the role for you!

Please send through your resume to recruitment@timewellspent.com.au  with a cover letter and note your available start date and expected remuneration as soon as you possible. We look forward to having you as part of the team at Time Well Spent.