Administration, Reception and Intake Officer

PsychOrium; Fairfield; On-site; AUD 60,000 - 65,000; Full time

Job summary

PsychOrium, a forensic and clinical psychology practice in Sydney’s South West, seeks an Administration, Reception and Intake Officer to join our team. You will welcome clients, manage inquiries and coordinate referrals with professionalism and empathy.

The role covers reception, intake, accounts and general admin in a busy practice; you will balance competing priorities, maintain confidential records and support psychologists with appointments and workflow to ensure a responsive service.

Qualifications

• Strong administrative skills: Excellent attention to detail, accurate data entry and the ability to maintain organised and reliable records.
• Professional communication: Clear written communication and a confident telephone manner.
• Organisation and prioritisation: Manage competing tasks and follow matters through to completion.
• Reliability and initiative: Consistent attendance, punctuality and ability to work independently.
• Sound judgement and discretion: Handle sensitive information and maintain professional boundaries.
• Adaptability: Move between reception, intake, accounts and general administration.
• Technical proficiency: Confident in Microsoft Office, Google Workspace and digital admin systems.
• Relevant experience: Experience in healthcare administration, reception or intake preferred.
• Professional demeanour and appearance: Present oneself professionally and reflect practice standards.

Responsibilities

• Welcoming clients and managing incoming telephone calls and enquiries professionally.
• Coordinating referrals, gathering information and organising incoming requests.
• Supporting the Principal Forensic and Clinical Psychologist with referral management and day-to-day operations.
• Assisting psychologists with appointments, calendars, correspondence and follow-ups.
• Maintaining accurate client information and confidential records.
• Processing payments, balancing daily accounts and supporting financial administration.
• Completing scanning, document management and data entry tasks.
• Communicating with psychologists, clients and referring professionals to ensure follow-ups.

Skills

Strong administrative skills

Professional communication

Organisation and prioritisation

Reliability and initiative

Sound judgement and discretion

Adaptability

Technical proficiency

Relevant experience

Professional demeanour and appearance

Job description

Join PsychOrium: A Purpose-Driven Psychology Practice

Administration, Reception and Intake Officer | Sydney’s South West

Are you organised, conscientious and professional, with a genuine appreciation for the importance of helping people feel supported when accessing psychological services?

PsychOrium, a forensic and clinical psychology practice in Sydney’s South West, is seeking a reliable and detail-oriented Administration, Reception and Intake Officer to join our team.

This is a varied role suited to someone who takes pride in their work, communicates confidently and warmly, and can balance competing priorities without losing sight of the details. You will play an important role in the day-to-day running of the practice, helping ensure that clients, referring professionals and psychologists receive a responsive, organised and professional service.

Our practice works with people from a range of backgrounds and circumstances, including individuals involved with the justice system. Some enquiries and interactions may involve sensitive or distressing matters. We are looking for someone who can respond with empathy and professionalism while maintaining appropriate boundaries, protecting confidential information and following established procedures.

What We're Looking For

The successful applicant will demonstrate:

• Strong administrative skills: Excellent attention to detail, accurate data entry and the ability to maintain organised and reliable records.

• Professional communication: Clear written communication, a confident telephone manner and the ability to interact respectfully with clients, solicitors and other professionals.

• Organisation and prioritisation: The ability to manage competing tasks, recognise priorities and follow matters through to completion.

• Reliability and initiative: A consistent approach to attendance, punctuality and responsibilities, with the ability to work independently and take initiative when required.

• Sound judgement and discretion: The ability to handle sensitive information appropriately, maintain professional boundaries and recognise when an enquiry or issue needs to be escalated.

• Adaptability: The capacity to move between reception, intake, accounts and general administration in a busy and sometimes unpredictable environment.

• Technical proficiency: Confidence using Microsoft Office, Google Workspace and digital administrative systems, together with the ability to learn new software.

• Relevant experience: Previous experience in healthcare administration, reception, intake or a comparable administrative role.

• Professional demeanour and appearance: A polished and professional approach to the workplace, with an understanding of the importance of presenting oneself appropriately and reflecting the standards and values of PsychOrium.

Experience in a psychology, medical or other professional services practice would be advantageous.

Your Responsibilities Will Include

• Welcoming clients and managing incoming telephone calls and enquiries in a professional and considerate manner.

• Coordinating referrals, gathering relevant information and assisting with the organisation and prioritisation of incoming requests.

• Supporting the Principal Forensic and Clinical Psychologist with referral management, administrative coordination and day-to-day practice operations.

• Assisting psychologists with managing appointments, calendars, correspondence and follow-up tasks.

• Maintaining accurate client information and handling sensitive records in accordance with practice procedures.

• Processing payments, balancing daily accounts and supporting accurate financial administration.

• Completing scanning, document management, data entry and other general administrative tasks.

• Communicating with psychologists, clients and referring professionals to help ensure enquiries and requests are followed up appropriately.

Why Join Us?

• Be part of a supportive and purpose-driven team.

• Develop invaluable skills in a professional, growth-oriented environment.

• Gain hands‑on experience in a dynamic field that makes a tangible impact on people’s lives.

Applicants must have the legal right to work in Australia.