Accounts Administrator & Reception

Glen Iris | 3-4  Days Per Week | Flexible | Immediate Start

Are you an experienced administrator who is great with accounts, confident with Xero, fantastic with people and loves finding better ways to do things?

On Track Therapy Group is looking for a Accounts Administrator & Receptionist to join our warm, vibrant and genuinely multidisciplinary team.

This is a key role within our practice, with accounts, invoicing, payment collection and reconciliation at the heart of the position. We are looking for someone who will take ownership of our accounts, follow up outstanding payments, ensure everything reconciles correctly and help us continually improve our systems and processes.

At the same time, you will be an important front face of On Track, creating a warm and professional experience for the children and families who contact us.

About us

On Track Therapy Group is a well-established allied health practice in Glen Iris, supporting children, adolescents and families through psychology, speech pathology, occupational therapy, educational support, assessments and innovative group programs.

We are a true multidisciplinary team — not simply clinicians sharing rooms. Our professionals collaborate, share ideas, problem-solve together and value the expertise each person brings.

We pride ourselves on our warm and nurturing approach, high-quality clinical services, creative programs and genuine commitment to both our families and our team.About the role

We are seeking an enthusiastic and organised Accounts Administrator & Reception to join our team on a part-time basis at our Glen Iris, Victoria location. This is a key position that sits at the heart of our operations, combining administrative excellence with outstanding client-facing service. You will be responsible for managing financial records, processing accounts, and providing a welcoming first point of contact for all our clients and visitors. This role is integral to ensuring our practice runs smoothly and efficiently.

Key responsibilities

• Your primary responsibility will be ensuring our financial administration is accurate, organised and followed through.

  • Invoicing and billing

  • Accounts receivable and following up outstanding payments

  • Confidently chasing outstanding money and resolving payment issues

  • Bank, client and payment reconciliations

  • Receipting and allocating payments

  • Using Xero and practice management software for financial administration and reconciliation

  • Identifying and resolving discrepancies

  • Managing Medicare and NDIS-related administrative processes

  • Maintaining accurate client and financial records

  • Developing and streamlining financial and administrative processes

  • Setting up systems that improve efficiency and reduce errors

  • Managing appointments and client information through practice management software such as CorePlus

  • Answering phones and responding to client enquiries

  We need someone who notices when something doesn't add up, follows things through and takes ownership until it's resolved.

What we're looking for

• You will ideally have:

  • 3+ years' administration experience

  • Strong experience with accounts, invoicing, payment collection and reconciliation is essential

  • Xero experience

  • Experience with Medicare desirable

  • Experience with practice management software such as CorePlus or similar is desirable

  • Excellent attention to detail and financial accuracy

  • Strong problem-solving and organisational skills

  • Excellent communication and phone skills

  • A warm, engaging and confident personality

  • The ability to work independently and take ownership

  • A genuine interest in being part of a close-knit team

  NDIS experience is highly valued but not essential. Experience in allied health, psychology or healthcare is also highly desirable.

What we offer

• Part-time working arrangement offering flexibility and work-life balance

• A supportive and collaborative workplace culture where your contributions are valued

• Opportunities to develop your administrative and accounting skills within a growing organisation

• Access to professional development opportunities

• A role that directly contributes to the wellbeing and success of our clients

• Friendly team environment with a focus on supporting one another

Apply now

If you are organised, detail-oriented, and passionate about providing excellent administrative support and client service, we would love to hear from you. Please submit your resume and a cover letter outlining your relevant experience to our recruitment team. Join On Track Therapy Group and be part of a team dedicated to making a real difference.