Administrative Assistant – Psychology Practice

Employment Hero; Gold Coast City; On-site; AUD 44,000 - 47,000; Part time

Benefits offered by this job

Superannuation

Beautiful boutique practice

Flexible hours

Job summary

MindTree Psychology is seeking an Administrative Assistant to support a psychology practice on Mermaid Beach. You will handle welcoming clients, answer inquiries, manage bookings, and process payments and rebates. The role offers 25–30 hours per week with some days/hours flexibility.

You will work with a small team, supporting clinicians and the Practice Director to ensure a smooth workflow and a welcoming client experience.

Qualifications

• Experience providing administrative and reception support in psychology/medical/allied health or similar services.
• Experience managing appointments and clinician calendars using practice management software.
• Experience processing payments and Medicare/health fund rebates and other billing administration.

Responsibilities

• Welcoming clients and providing friendly, professional reception support.
• Answering telephone and email enquiries and assisting clients with bookings.
• Managing appointments and clinician calendars through Cliniko.
• Processing payments, Medicare and health fund rebates and other billing administration.
• Maintaining accurate and confidential client records and supporting day-to-day administration.

Skills

Reception & admin

Calendar management

Billing & rebates

Practice software (Cliniko)

Tools

Cliniko

Job description

AI Job Summary

• Experience providing administrative and reception support in psychology/medical/allied health or similar services.
• Experience managing appointments and clinician calendars using practice management software (e.g., Cliniko).
• Experience processing payments and Medicare/health fund rebates and other billing administration.

Role Type

On-site Permanent Part-time Mid-level Senior

Pay Rate

$32 AUD – $34 AUD (Hour)

Description

Administrative Assistant – Psychology Practice

MindTree Psychology | Mermaid Beach Permanent part-time | 25–30 hours per week

$32–$34 per hour + superannuation, depending on experience

About MindTree Psychology

MindTree Psychology is a boutique psychology practice located in Mermaid Beach, providing evidence-based psychological services to individuals, couples, families and organisations.

We are looking for a warm, organised and capable Administrative Assistant to join our team and help support the day-to-day administration of the practice.

This is a part-time role of approximately 25–30 hours per week, with some flexibility around the specific days and hours for the right person.

About the role

Working alongside our Practice Director and clinical team, you will provide administrative and reception support to help ensure the practice operates smoothly and our clients receive a welcoming, professional experience.

The role will include a range of responsibilities such as:

• Welcoming clients and providing friendly, professional reception support
• Answering telephone and email enquiries and assisting clients with bookings
• Managing appointments and clinician calendars through Cliniko
• Processing payments, Medicare and health fund rebates and other billing administration
• Manage incoming and outgoing mail, ensuring timely distribution and dispatch.
• Maintaining accurate and confidential client records
• Assisting with client correspondence, referrals and administrative follow-up
• Supporting clinicians with day-to-day administrative tasks
• Monitoring and responding to enquiries and assisting with new client intake
• General office administration, including filing, data entry and maintaining practice systems
• Assisting with the smooth day-to-day running of the practice
• Providing general administrative support to the Practice Director and wider team as required

Confident communicating with clients, clinicians, and external stakeholders, including providing clear and concise information.

Comfortable learning and working across different software and practice systems, with a methodical approach to system adoption.

We are looking for someone who is:

• Warm, approachable and professional
• Highly organised and able to manage competing priorities
• Previous experience in a psychology, medical, allied health, or other professional services environment is highly regarded, particularly experience with practice management software, Medicare, private health insurance, or client administration.
• Confident communicating with clients, clinicians and external stakeholders
• Attentive to detail and committed to maintaining confidentiality
• Comfortable learning and working across different software and practice systems
• Calm and professional when dealing with sensitive or sometimes challenging situations
• A genuine team player who takes pride in contributing to a positive workplace

Previous experience in a psychology, medical, allied health or other professional services environment would be highly regarded, particularly experience with practice management software, Medicare, private health insurance or client administration.

Experience with Cliniko, HICAPS or Medicare/PRODA would be advantageous, but is not essential as training will be provided.

What we offer

• Permanent part-time employment of approximately 25–30 hours per week
• A supportive and professional team environment
• A beautiful boutique practice in Mermaid Beach
• Variety in the role rather than a purely reception-based position
• The opportunity to work alongside an experienced team of psychologists
• Training and support to become familiar with our systems and processes
• $32–$34 per hour + superannuation, depending on experience

If you are an organised, personable administrator who enjoys working with people and would like to be part of a warm and professional psychology practice, we would love to hear from you.

Company Overview

MindTree Psychology is a boutique Clinical Psychology practice in the heart of Mermaid Beach, Gold Coast. Since 2016 we’ve been guided by three things: professional excellence, compassion, and respect, both for our clients and for each other. What sets us apart is the calibre of our team. Our practitioners are qualified Clinical Psychologists, Doctorate and Masters-level clinicians who have completed the most demanding training pathway in the profession. We pair gold-standard research with warmth, presence, and a deep respect for each person’s individual story, because we believe effective therapy begins with an authentic relationship. Our culture is collaborative rather than competitive. Psychologists here are supported by a dedicated administrative team, offered personalised career coaching, and actively encouraged to shape new services in the areas they’re most passionate about. We build caseloads around clinical interests, not just availability. Our purpose-built practice reflects the same care we bring to our work: light-filled consulting rooms with hinterland views, designed for calm and ease, just 400m from the beach. Growing minds. Nurturing wellbeing. If that resonates with how you practise, we’d love to hear from you.