Client Relation Officer (Psychology Admin)

Back On Track Psychology Pty; Melbourne; On-site; AUD 50,000 - 60,000; Full time

Job summary

Back On Track Psychology Pty is seeking a Client Relation Officer (Psychology Admin) to join our Melbourne clinic. You will support paediatric and adult clients referred via NDIS and other agencies, while assisting allied health professionals with daily admin tasks and records management.

Ideal candidates hold a bachelor's in psychology or are currently studying, with strong English and basic Mandarin. Must pass Working with Children and Police checks and be available Mondays and Wednesdays.

Qualifications

• Bachelor's degree in psychology or equivalent.
• English fluency; basic Mandarin.
• Working with Children and Police checks required.
• Availability on Mondays and Wednesdays preferred.

Responsibilities

• Greet clients and manage front-desk reception.
• Oversee daily administrative and reception functions.
• Coordinate client bookings, billing, and records.
• Process Medicare, NDIS, private health claims.
• Maintain Halaxy practice management system.
• Ensure privacy, regulatory compliance.
• Support HR tasks including rostering and onboarding.
• Manage communications with referrers and GPs.
• Monitor supplies and facilities for smooth operations.
• Assist invoicing, payments, and reporting.
• Implement policies to improve client and staff experience.
• Maintain clinic cleanliness.

Education

Bachelor's degree in psychology

Ongoing psychology studies

Job description

Client Relation Officer (Psychology Admin)

Back On Track Psychology was inspired to provide quality mental health services to the wider community, including the cultural and linguistically diverse (CALD) individuals. We are committed to provide allied health service using the language that clients are comfortable with. Our evidence-based, personalised approach is designed to support client's mental wellbeing and personal development.

About the Role

The client relation officer works with a diverse range of paediatric and adult clients with referrals from the National Disability Insurance Scheme (NDIS), other medical and allied health care providers (Medicare), private referrals, school, as well as the Department of Families, Fairness and Housing (DFFH). The client relation officer also assists all the allied health professionals within the clinic.

Key Responsibilities

• Greeting clients.
• Manage and oversee daily administrative and reception functions within the practice.
• Support university placement students.
• Coordinate client bookings, billing, and records management, ensuring accuracy and confidentiality.
• Oversee Medicare, NDIS, private health, and other funding/insurance claim processes.
• Maintain and monitor practice management systems (Halaxy).
• Ensure compliance with allied health regulations, accreditation standards, and privacy requirements.
• Support HR functions including rostering, onboarding, and staff scheduling.
• Manage practice communications, correspondence, and stakeholder relationships (referrers, GPs, support coordinators, etc.).
• Monitor office supplies, equipment, and facilities to ensure smooth operations.
• Assist in financial administration, including invoicing, payment reconciliation, and reporting.
• Implement and improve policies, procedures, and systems to enhance client and staff experience.
• Maintain clinic cleanliness and tidiness.

Preferred Candidates

• Applicants must possess a minimum bachelor's degree qualification in psychology or equivalent (or currently undertaking).
• English fluency with basic Mandarin communication skills is required.
• The successful applicant appointment will be conditional to that person holding a valid Working with Children check and Police check.
• Able to work on Mondays and Wednesdays (preferred not mandatory).