Assistant Practice Manager

Mindful Living; Melbourne; On-site; AUD 48,000 - 64,000; Part time

Benefits offered by this job

Part-time 4 days a week

Croydon-based, with potential day from

Leave between Christmas and New Year

Employee Assistance Program (EAP)

Growth opportunity to shape a growing)

Job summary

Mindful Living Counselling & Psychology is seeking an Assistant Practice Manager in Melbourne’s outer east. You’ll support the Strategic Business & Practice Manager, keeping our trauma-focused practice running smoothly and helping admin teams handle inquiries and programs.

The role blends front-desk responsibilities with behind-the-scenes operations, including reporting, process improvements and AI-assisted efficiency.

Qualifications

• Experienced in senior administration, operations or coordination roles.
• Comfortable with basic bookkeeping such as bank reconciliations and invoices.
• Able to read the room with high emotional intelligence and stay calm under pressure.
• Tech-savvy and quick to learn AI tools like ChatGPT or Claude.
• Nice to have allied health or mental health exposure; Medicare knowledge is a plus.

Responsibilities

• Turn ideas into action by planning steps, updating documents, informing the team and ensuring changes stick.
• Find smarter ways to work and keep processes and templates up to date.
• Be the friendly face for the admin team when questions arise and explain how things work.
• Admin for EMDR programs and related processes.
• Prepare regular reports to monitor practice performance.
• Use AI tools to save time and work smarter.
• Manage weekly bank reconciliations, invoices and monthly compliance checks.
• Handle requests for reports, files and information from lawyers and others.
• Spend time on the front desk and cover team leave when needed.

Skills

Administration

Operations coordination

Problem solving

Customer service

Emotional intelligence

AI tools familiarity

Tools

ChatGPT

Claude

Xero

Job description

We're looking for an Assistant Practice Manager who is equal parts organised problem-solver and genuinely caring people person. You'll be the right hand to our Strategic Business & Practice Manager (Michelle Clift) helping us turn good ideas into reality and keeping our busy, trauma-focused practice running smoothly.

This role is perfect for someone who loves finding a better way to do things and who also makes people feel at ease. You'll be the person our administration team turns to when they have a question or something unusual comes up, and you'll look after a lot of the behind-the-scenes work that keeps the practice ticking over.

You’ll spend a little time on the front desk, so you stay connected to our team, our clients and how things really work day to day.

About Us

Mindful Living Counselling & Psychology is a leading trauma-informed practice in Melbourne's outer east, with a special focus on EMDR therapy. We're a warm, down-to-earth, values-driven team who prioritise psychological safety, collaboration and continuous improvement. We take our work seriously, but not ourselves.

To learn more about Mindful Living, please visit our website: www.mindfulliving.com.au. We look forward to hearing from you!

What You'll Do

• Turn good ideas into action: plan the steps, update our documents, let the team know what’s changing and make sure it sticks
• Find simpler, smarter ways of doing things and keep our processes and templates up to date
• Be the friendly face our admin team asks when they’re unsure how something works
• Look after the admin for our specialist EMDR programs
• Keep an eye on how the practice is going by preparing regular reports
• Use AI tools to save time and work smarter
• Stay on top of our finances, including weekly bank reconciliations, invoices and monthly compliance checks
• Handle requests for reports, files and information from lawyers and others
• Spend some time on the front desk and cover team leave when needed

About You

Experienced in a senior administration, operations or coordination role, and comfortable with bookkeeping basics such as bank reconciliations and invoices

Warm, friendly, approachable and empathetic, with the emotional intelligence to read the room and stay calm and kind under pressure

Organised, process-minded and creative: you notice when something isn’t working, want to fix it properly, and love trying new ideas

Great at following things through from start to finish, with good judgement about when to make a call and when to check in

Experienced with AI tools like ChatGPT or Claude, or simply quick to pick up new technology

Nice to have:

• Experience in allied health, ideally in mental health
• Knowledge of Medicare processes

What’s on Offer

• Part time, ongoing employment, 4 days a week with flexible hours
• Croydon-based, with potential for a day from home
• Additional paid days of leave between Christmas and New Year
• A generous Employee Assistance Program (EAP) to support your wellbeing
• A varied role with real scope to shape how a growing practice runs
• A supportive, values-driven team with a strong culture

Why This Role?

This is more than a traditional admin role. You'll play a key part in helping a growing practice run well, so our clinicians can focus on their clients and our clients have a great experience.