Client Services & Administration Coordinator

Northern Centre for Child Development; City of Melbourne; On-site; AUD 38,000 - 48,000; Part time

Job summary

Northern Centre for Child Development in Thornbury, VIC is seeking a part-time Client Services & Administration Coordinator for Mondays, Tuesdays and Wednesdays, 8:45am–5:15pm. You’ll support a busy psychology practice, coordinating appointments, handling payments and Medicare claims, and maintaining accurate client records with discretion.

The role requires excellent organisational skills, comfort with technology and a proactive, customer-focused approach to ensure smooth daily operations and

Qualifications

• Highly organised and capable administrative professional.
• Confident with technology and comfortable using multiple online systems.
• Enjoys administration and delivering excellent client service.
• Ability to manage priorities and maintain accuracy in documentation.

Responsibilities

• Manage client enquiries by phone and email with a warm, professional first contact.
• Book appointments and coordinate psychologists' calendars.
• Process payments, Medicare claims and invoices accurately.
• Maintain client records and complete regular file checks.
• Support management with general administrative tasks as needed.

Skills

Organised

Excellent communication

Fast typing

Attention to detail

Multitasking

Tech-savvy

Customer service

Tools

Asana

Google Workspace

Zanda

Job description

Northern Centre for Child Development | Thornbury, Melbourne
Part-time | Monday–Wednesday | 8:45am–5:15pm

About the role

Northern Centre for Child Development is looking for an organised, capable and warm Client Services & Administration Coordinator to join our team on Mondays, Tuesdays and Wednesdays.

This is much more than a traditional reception role. You’ll be an important part of the day-to-day running of our busy psychology practice – communicating with families, coordinating appointments, managing administrative processes, processing payments and Medicare claims, maintaining accurate client records and helping ensure our clinicians' calendars run efficiently.

It’s a varied role where priorities can change throughout the day, so we’re looking for someone who enjoys problem-solving, takes initiative and can confidently work out what needs to happen next.

What you'll be doing

Your responsibilities will include:

• Managing client enquiries by phone and email, providing a warm and professional first point of contact
• Booking appointments and coordinating psychologists' calendars
• Managing cancellations and working proactively to fill available appointments
• Setting up new clients on the CMS, entering information accurately and emailing relevant forms and correspondence
• Processing payments, Medicare claims and invoices
• Following up outstanding accounts and administrative requirements
• Managing referrals and liaising with clients, clinicians, referrers and external providers
• Maintaining accurate client records and completing regular file checks
• Monitoring emails, electronic faxes, messages and administrative tasks throughout the day
• Helping ensure the reception and waiting areas are welcoming, organised and running smoothly
• Providing general administrative and business support to the management team as required.
• The position involves handling confidential client information and requires a high level of accuracy, professionalism and discretion.

About you

We’re looking for someone who is highly organised, confident with technology and genuinely enjoys administration.

You’ll be someone who:

• Has excellent written and verbal communication skills
• Is a fast and accurate typist
• Has strong attention to detail, particularly with data entry and written communication
• Can confidently manage competing priorities and interruptions
• Is comfortable learning and using multiple online systems (Asana, Google Workspace, Zanda)
• Takes initiative rather than waiting to be told what to do next
• Enjoys problem-solving and finding practical solutions
• Communicates warmly and professionally with clients while maintaining appropriate boundaries
• Can remain calm and organised when things get busy
• Takes ownership of their work and follows tasks through to completion
• Understands that excellent client service and the operational needs of the practice are both important.

Previous experience in a psychology, allied health, medical or similar professional environment would be highly regarded, as would familiarity with Medicare and/or NDIS processes, but this isn't essential for the right person.

About us

Northern Centre for Child Development is an established psychology practice in Thornbury supporting children, adolescents and their families.

We are a friendly and professional team and place a strong emphasis on providing families with a positive experience from their very first contact with the practice. Our administration team plays an important role in making that happen.

The details

Location: Thornbury, VIC
Days: Monday, Tuesday and Wednesday
Hours: 8:45am–5:15pm
Employment: Permanent part-time

A current Working with Children Check and satisfactory criminal history check will be required.