AU Bookkeeper / Admin Assistant (Onsite) – w/ 30K Signing Bonus!

The Bookkeeper Administrative Assistant plays a key role in supporting the daily operations of our Australian client, The Willow Tree Clinic. This role ensures smooth administrative processes, timely communication, and high-quality support to clients, clinicians, and Directors. The position requires strong attention to detail, excellent communication skills, and the ability to work both independently and within a team.
 
Key Responsibilities
 
Financial & Billing Administration

• Generate and issue invoices in a timely manner.
• Reconcile accounts within Xero.
• Record and process banking deposits.
• Pursue outstanding invoices to ensure prompt payment.
• Create client quotes as required.

NDIS Administration

• Create and distribute NDIS Service Agreements.
• Complete NDIS service bookings and bulk uploads.
• Follow up on required documentation (e.g., Service Agreements).

Client & Appointment Management

• Book and manage client appointments.
• Respond to client enquiries via phone and email in a professional and supportive manner.
• Follow up on required paperwork (e.g., Mental Health Care Plans, consent forms).

General Administration

• Provide general administrative support to clinicians and Directors.
• Maintain accurate and confidential client records.
• Assist with internal communication and workflow processes.
• Complete any reasonable tasks requested by the Directors of The Willow Tree Clinic.

Professional Expectations
The Administration Assistant is required to:
 
Professional Conduct

• Act in a professional, respectful, and courteous manner with all staff, clients, and stakeholders.
• Uphold the Mission Statement and Values of The Willow Tree Clinic in all interactions.
• Provide client‑focused support using a person‑centred approach.

Compliance & Governance

• Adhere to The Willow Tree Clinic's Code of Conduct, Policies, and Procedures.
• Report all complaints, reportable incidents, conflicts of interest, or identified risks to the Directors promptly.
• Maintain confidentiality and comply with all legislative and ethical requirements.

Teamwork & Supervision

• Participate in employment supervision and performance development processes.
• Work effectively both autonomously and as part of a multidisciplinary team.
• Communicate proactively with Directors and clinicians to support smooth clinic operations.

Required Checks & Certifications

• Hold a current police clearance from their country of residence.
• Comply with The Willow Tree Clinic's Confidentiality Agreement, Code of Conduct, and Privacy and Data Security Policies.
• Participate in onboarding and training related to privacy, cybersecurity, and NDIS administrative processes.

 
Required Skills and Experience

• Minimum of 2 year of relevant administrative or accounts‑related work experience.
• Proficiency with accounting software is highly regarded (e.g., Xero) but not required.
• Proficiency with Microsoft Office suite (e.g., Excel, Word, Teams, Outlook).
• Strong understanding of bookkeeping principles.
• Excellent analytical and problem‑solving skills, with the ability to identify and resolve issues proactively.
• High level of attention to detail and accuracy in all administrative and financial tasks.
• Ability to work independently with minimal supervision, as well as collaboratively within a team environment.
• Demonstrated ability to work well under pressure, manage competing priorities, and meet deadlines.
• Excellent communication and interpersonal skills, with a professional and client‑centred approach.
• Availability to work Monday to Friday, Australian hours (7:00 AM to 3:00 PM Manila time)
• Willingness to work onsite everyday in our office in Eastwood, Quezon City.