Administration Assistant - Psychology Services

Prudence Rehab; Sydney; Hybrid; AUD 39,000 - 52,000; Part time

Benefits offered by this job

Hours that support balance.

A convenient CBD location.

A culture where you matter.

Wellbeing support.

Leave for what matters.

Job summary

Awarely is seeking an proactive Administration Assistant to support our team and create a positive experience for clients. This role offers consistent part-time hours, hybrid work, and an office location across from Hyde Park.

You will coordinate bookings, register referrals, manage records, and assist the clinical team with templates and workflows to keep our operations running smoothly.

Qualifications

• Experience in administration, customer service or office support.
• Strong organisation and time management with competing priorities.
• Clear, confident written and verbal communication.
• Attention to detail and handling confidential information.
• Ideally healthcare administration experience with Practice Management Systems.

Responsibilities

• Make people feel welcome by responding warmly and directing clients.
• Keep appointments running smoothly by coordinating bookings and telehealth links.
• Register referrals, set up records and follow up intake forms.
• Follow up treatment approvals and practitioner deadlines; process Medicare rebates.
• Prepare correspondence and maintain confidential records through file closure.
• Support meetings, office supplies, and improve templates and workflows.

Skills

Administration

Customer service

Time management

Attention to detail

Communication

Team collaboration

Tools

Microsoft 365

Outlook

Word

Excel

SharePoint

Teams

Job description

Are you the person who keeps things organised, follows through on the details and makes people feel welcome?

At Awarely, we believe timely psychological support can transform recovery. We help people recovering from injury access the right care when they need it most, with an approach built on awareness, connection and better mental health.

Awarely is looking for a proactive and personable Administration Assistant to support our team and help create a positive experience for our clients. With consistent part time hours, hybrid working and an office across from Hyde, this is an opportunity to do meaningful work with room for life outside it.

Why this role?

Great client care starts before an appointment. It's in the friendly response, the clear communication and the thoughtful follow up that keeps everything moving.

You'll play an important part in that experience, helping clients navigate the administrative side of accessing support and keeping our team organised. Working closely with our General Manager and Clinical Services Lead, you'll also have the opportunity to improve everyday processes and contribute ideas that make a difference.

• Make people feel welcome. Respond to enquiries with warmth and professionalism, connecting clients and stakeholders with the right person.
• Keep appointments running smoothly. Coordinate bookings, changes, confirmations and telehealth links.
• Help clients get started. Register referrals, set up records and follow up intake forms, consent and missing information.
• Keep things moving. Follow up treatment approvals, stakeholder requests and practitioner deadlines and process Medicare rebate claims.
• Support our clinical team. Prepare correspondence, format documents and maintain accurate, confidential records through to file closure.
• Make everyday work easier. Support meetings, office supplies and team activities, and help improve templates, systems and workflows.

Who you are

You're organised, approachable and dependable. You enjoy helping others, take pride in getting the details right and bring a calm, practical approach when priorities change.

What you'll bring:

• Experience in administration, customer service or office support.
• Strong organisation and time management skills, with the ability to manage competing priorities.
• Clear, confident written and verbal communication.
• Excellent attention to detail and care when handling confidential information.
• Confidence using Microsoft 365, including Outlook, Word, Excel, Teams and SharePoint.
• A proactive mindset, willingness to learn and enthusiasm for contributing to a team.
• Ideally, you'll bring experience in healthcare administration and familiarity with Practice Management Systems

Why join Awarely?

Our guiding principle is 'Health at Work', and that includes creating a workplace where our own people feel supported, valued and able to thrive.

• Hours that support balance. Flexible working hours across the business day with a hybrid working arrangement.
• A convenient CBD location. When you are in the office, lovely location across from Hyde Park
• A culture where you matter. A supportive, collaborative team where your voice is heard and your contribution is valued.
• Wellbeing support. A $300 annual wellness allowance, nutrition coaching and wellbeing initiatives.
• Leave for what matters. Birthday, loyalty and volunteer leave, plus the option to purchase additional leave.

We'll love to hear from you

If you enjoy creating order, supporting others and making a busy day feel easier for the people around you, you could be a great addition to Awarely.

We'll love to know a little more about you, tell us your favourite album and the cause you'd choose for our Community Support Days. Let's create meaningful change, together.