Administration Assistant for Private Psychology Practice

QML ALLIED HEALTH PTY. LTD; City of Melbourne; On-site; AUD 45,000 - 60,000; Part time

Benefits offered by this job

Ongoing professional development

Two clinic locations

Team events

Job summary

Positive Mind Hub is a growing private psychology practice seeking an experienced receptionist/administrative assistant for our Keilor East clinic. The role focuses on keeping operations smooth across two clinics while supporting clinicians in delivering high-quality client care.

You will manage schedules, client records, invoicing, and general administration with a friendly, discreet approach. This position offers part-time/casual hours in a collaborative, growth-oriented environment.

Qualifications

• Proven experience in an administrative or customer service role in healthcare/allied health preferred.
• Excellent communication and interpersonal skills for client, clinician and stakeholder interactions.
• Strong organisational and time management skills with ability to multitask.

Responsibilities

• Providing administrative support, including answering phone calls, scheduling appointments, and managing client records
• Assisting with invoicing and other documents
• Maintaining the practice's electronic filing systems
• Coordinating with healthcare providers and external stakeholders
• Ensuring a welcoming and professional environment for clients
• Performing other general administrative duties as needed to support the practice
• Managing and supporting a team of psychologists and admin staff

Skills

Admin experience

Communication

Organisational skills

Multitasking

Halaxy

Education

Diploma of Practice Management

Diploma of Leadership and Management

Diploma of Business Administration

Certificate in Medical Practice Assisting

Certificate in Health Administration

Tools

Microsoft Office

Job description

Administration Assistant for Private Psychology Practice

At Positive Mind Hub, we are a growing private psychology practice dedicated to supporting children, adolescents, adults, and families to achieve meaningful and lasting change.

With clinics located in Williams Landing and Keilor East, our team is passionate about providing high-quality, evidence-based psychological services in a warm, supportive, and collaborative environment.

As our practice continues to grow, we are looking for an experienced receptionist / administrative assistant for our Keilor East Practice. We are looking for someone who enjoys taking ownership, thrives in a fast-paced environment, and loves creating efficient systems that support both our clients and clinicians.

This is an exciting opportunity for someone who wants to become an integral part of a growing business and play a key role in shaping how our practice operates.

Keilor East | Part-Time / Casual

About Us

At Positive Mind Hub, we are a growing private psychology practice dedicated to supporting children, adolescents, adults, and families to achieve meaningful and lasting change.

With clinics located in Williams Landing and Keilor East, our team is passionate about providing high-quality, evidence-based psychological services in a warm, supportive, and collaborative environment.

As our practice continues to grow, we are looking for an experienced receptionist / administrative assistant for our Keilor East Practice. We are looking for someone who enjoys taking ownership, thrives in a fast-paced environment, and loves creating efficient systems that support both our clients and clinicians.

This is an exciting opportunity for someone who wants to become an integral part of a growing business and play a key role in shaping how our practice operates.

About the Role

This is much more than an admin role.

You will be responsible for ensuring the smooth day-to-day operation of both clinics while supporting our psychologists to work efficiently and deliver exceptional client care.

You will act as the central point of coordination between clinicians, clients, schools, referrers, and external providers, while proactively managing schedules, workflows, and administrative processes.

This role requires someone who can think ahead, identify problems before they occur, and confidently implement solutions.

Key Responsibilities

What you'll be doing

• Providing administrative support, including answering phone calls, scheduling appointments, and managing client records

• Assisting with the preparation of invoices and other documents

• Maintaining and updating the practice's electronic filing systems

• Coordinating with healthcare providers and other external stakeholders as required

• Ensuring a welcoming and professional environment for our clients

• Performing other general administrative duties as needed to support the practice

• Managing and assisting a team of psychologist and other admin staff members

What we're looking for

• Proven experience in an administrative or customer service role, preferably within the healthcare or allied health industry

• Excellent communication and interpersonal skills, with the ability to interact with clients, healthcare providers, and colleagues in a professional and empathetic manner

• Strong organizational and time management skills, with the ability to multitask and prioritize effectively

• Proficient in using various computer applications, including Microsoft Office suite and practice management software, Halaxy

• Attention to detail and a commitment to maintaining accurate and up-to-date records

• A friendly, patient, and discreet demeanour, with a genuine interest in supporting the well‑being of our clients

Essential Requirements

• Previous experience in a medical reception, allied health administration or practice management role

• Experience managing clinician calendars and appointment scheduling

• Excellent written and verbal communication skills

• Strong organisational and time management skills

• High level of computer literacy

• Experience using practice management software (Halaxy experience highly regarded)

• Ability to prioritise multiple tasks simultaneously

• Current National Police Check (or willingness to obtain)

• Current Working with Children Check (or willingness to obtain)

Highly Desirable

Applicants with qualifications in one of the following will be highly regarded:

• Diploma of Practice Management

• Diploma of Leadership and Management

• Diploma of Business Administration

• Certificate in Medical Practice Assisting

• Certificate in Health Administration

• Previous experience in psychology or allied health private practice

• Experience with Medicare, NDIS and private health billing

• Experience managing multiple clinicians

What We Offer

• Supportive and collaborative team culture

• Work across two modern clinic locations

• Opportunity to help shape the future of a rapidly growing practice

• Ongoing professional development

• Quarterly team events

• A workplace where your ideas are genuinely valued

• The opportunity to make a meaningful impact on both clients and clinicians

Why Join Positive Mind Hub?

At Positive Mind Hub, we believe our administration team is just as important as our clinicians.

Our admin team are often the first people clients speak to, and they play a vital role in creating a warm, supportive and professional experience from the very first phone call.

If you're someone who enjoys taking ownership, solving problems, supporting people, and helping a growing business thrive, we'd love to hear from you.