Receptionist

Little TheraPeas is looking for a warm, highly organised and proactive Receptionist / Administration Assistant to join our growing team at our Little Mountain clinic.

This role would suit someone with previous allied health administration experience who understands that great administration is about much more than answering phones. You will be an important point of contact for our families, support our therapists behind the scenes, and help keep the day-to-day operations of a busy allied health practice running smoothly.

We are looking for someone who can confidently take ownership of their responsibilities, manage competing priorities and notice what needs to be done without always needing to be asked.

Little TheraPeas is an occupational therapy and speech pathology practice supporting children, adolescents, adults and families across the Sunshine Coast.

Our team is known for providing family-centred, ethical, evidence-informed and individualised services, with a strong focus on genuine relationships and meaningful outcomes.

Alongside our clinical services, we provide professional development for therapists across Australia and host the Paediatric Occupational Therapy Conference Australia (POTCA). This means the administration role offers plenty of variety beyond traditional clinic reception.

This is a casual, on-site position based at our Little Mountain clinic, approximately 10–13 hours per week.

Current anticipated hours are:

Wednesday: 9:15am–4:15pm
Two afternoons per week: 1:40pm–4:40pm

Specific days and hours will be confirmed closer to commencement and may vary from time to time based on business needs. There may also be opportunities for additional hours or alternative shifts as required.

As one of the first points of contact for our families, you will play an important role in making people feel welcomed, supported and confident in their interactions with Little TheraPeas. You will also work closely with our Practice Manager, Director and clinical team to keep our systems, schedules and administrative processes running effectively.

Your responsibilities will include:

• Answering phones and responding to client and general enquiries

• Managing incoming emails and correspondence

• Managing therapist calendars, appointments and client bookings

• Managing clinic waitlists and following up prospective clients

• Completing new client intake calls and supporting client onboarding

• Preparing NDIS service agreements and associated administrative documentation

• Processing invoices and supporting day-to-day billing administration

• Following up outstanding reports, documentation and administrative requirements

• Maintaining accurate and up-to-date client records within Zanda

• Supporting therapists with day-to-day administrative requirements

• Handling sensitive client information appropriately and maintaining confidentiality

• Assisting with social media and marketing administration

• Supporting administration associated with our professional development events and Paediatric Occupational Therapy Conference Australia

• Assisting with other general clinic administration as required

We are looking for someone who:

• Has previous administration or reception experience, ideally within an allied health or healthcare setting

• Has an understanding of the NDIS and the administrative processes involved in supporting NDIS participants

• Is confident communicating with children, families, therapists and other professionals

• Can communicate warmly and professionally with families who may be navigating stressful or complex circumstances

• Is highly organised and has excellent attention to detail

• Can confidently manage multiple competing priorities

• Works efficiently and takes a proactive approach rather than waiting to be directed

• Has excellent written and verbal communication skills

• Is comfortable working independently while also being part of a collaborative team

• Is confident learning and using technology, online systems and practice management software

• Understands the importance of privacy and confidentiality within a healthcare environment

• Is reliable and able to commit consistently to the required hours

• Contributes positively to a supportive and respectful team culture

Previous experience using Zanda and experience with NDIS administration would be highly regarded.

• A genuinely supportive and welcoming team environment

• Ongoing support from our Practice Manager and Director

• A varied role rather than traditional front-desk reception alone

• Meaningful work supporting clients, families and therapists

• Exposure to clinic administration, professional development events and conference administration

• Opportunities to take on additional responsibilities as the business continues to grow

• A workplace that values ethical practice, collaboration, ongoing learning and doing what is right for the people we support

If you are an experienced administrator who enjoys creating order, supporting people and being part of a busy team, we would love to hear from you.

Please submit your resume and a cover letter outlining your relevant administration experience, any experience you have working within allied health or the NDIS, and why you think you would be a great fit for Little TheraPeas.