Accounts and Admin assistant

Quiet River Psychology Services; City of Melbourne; On-site; AUD 55,000 - 70,000; Full time

Job summary

Quiet River Psychology Services – North Melbourne VIC is seeking a varied practice administration professional to handle day-to-day reception and administration for a busy psychology practice, and assist with invoicing and service-fee administration for clinicians.

You will be highly organised, professional and confident working independently, while remaining warm and personable with clients and clinicians.

Qualifications

• Experience in medical, allied health, psychology or professional practice administration, or strong administration and customer-service experience from other settings.
• Highly organised and detail-oriented.
• Warm, friendly and professional with clients.
• Confident communicating with a range of people.
• Comfortable managing multiple tasks and competing priorities.
• Proactive and able to work independently.
• Reliable and consistent.
• Discreet and respectful when handling sensitive information.
• Comfortable working with numbers and basic invoicing/accounts processes.
• Technologically confident and able to learn new systems quickly.

Responsibilities

• Managing reception and providing a warm, professional first point of contact for clients.
• Answering and managing phone calls and emails.
• Scheduling, confirming and rescheduling client appointments.
• Managing client bookings and clinician calendars.
• Monitoring practice inboxes and responding to enquiries.
• Managing client intake, onboarding and referral processes.
• Maintaining waiting lists and following up referrals.
• Sending appointment reminders, consent forms and intake paperwork.
• Processing cancellations and rescheduling in accordance with practice policy.
• Maintaining accurate client records and practice documentation.

Skills

Reception

Administration

Customer service

Attention to detail

Independent working

Tools

MS Office

Job description

Quiet River Psychology Services – North Melbourne VIC

This is a varied practice administration role involving day-to-day reception and administration for a busy psychology practice, as well as assisting with the invoicing and administration of service fees for clinicians. You will be highly organised, professional and confident working independently, while also being warm and personable with clients and clinicians.

Key responsibilities

• Managing reception and providing a warm, professional first point of contact for clients
• Answering and managing phone calls and emails
• Scheduling, confirming and rescheduling client appointments
• Managing client bookings and clinician calendars
• Monitoring practice inboxes and responding to enquiries
• Managing client intake, onboarding and referral processes
• Maintaining waiting lists and following up referrals
• Sending appointment reminders, consent forms and intake paperwork
• Processing cancellations and rescheduling in accordance with practice policy
• Maintaining accurate client records and practice documentation

About you

• Experience in medical, allied health, psychology or professional practice administration, or strong administration and customer-service experience from other settings
• Highly organised and detail-oriented
• Warm, friendly and professional with clients
• Confident communicating with a range of people
• Comfortable managing multiple tasks and competing priorities
• Proactive and able to work independently
• Reliable and consistent
• Discreet and respectful when handling sensitive and confidential information
• Comfortable working with numbers and basic invoicing/accounts processes
• Technologically confident and able to learn new systems quickly

About us

Quiet River Psychology is a growing private psychology practice committed to providing thoughtful, high-quality psychological care. We have a collaborative team of psychologists and clinicians working across a range of areas, and we value a practice environment that is professional, supportive and genuinely client-centred. Our administration team plays an important role in creating the experience clients have of the practice, as well as supporting our clinicians to do their best work.