Clinic Administrator

ISN Clinic Pty; Melbourne; On-site; AUD 39,000 - 52,000; Part time

Job summary

ISN Clinic Pty is seeking an organised, proactive Administrator to support the day-to-day operations across our VIC clinics. The role covers administration, systems management, client intake, scheduling and reception support, with responsibility for accurate records and professional communication.

The successful candidate will work across ISN Clinic locations (Kew primarily), providing support to students and clinicians while maintaining efficient processes and strong stakeholder relations.

Qualifications

• Minimum three years' admin experience, preferably in medical/allied health.
• Strong computer skills including MS 365, Excel, Outlook, SharePoint and Google Workspace.
• Experience using client management systems.
• Excellent organisation, communication and problem-solving skills.
• Typing speed of at least 70 words per minute.
• Ability to work independently and in a team.
• Experience supporting students or education programs.

Responsibilities

• Maintain accurate records across internal systems.
• Support Microsoft 365, SharePoint, Google Workspace and CMS.
• Identify opportunities to improve administrative processes.
• Manage referrals, intake enquiries and schedule assessments in the CMS.
• Maintain the referrer database and distribute service updates.
• Build relationships with referrers to promote ISN Clinic services.
• Coordinate appointments, student placements and room allocations across locations.
• Provide welcoming client service and reception cover across four locations as required.

Skills

Administrative experience

Organisational skills

Communication skills

Education

Business or Health Administration qualification

Tools

MS 365

SharePoint

Google Workspace

Outlook

CMS

Job description

Position Description: Administrator – ISN Clinics

Reports to: Group Practice Manager

Employment Type: Part-time
Hours: 3–4 days per week, 9:30 am – 5:30 pm
Work Arrangement: On-site, with flexibility to work across clinic locations
Start Date: Immediate start available

Location

The role will involve working across our clinic locations, including:

ISN Clinic – Cotham Road, Kew VIC 3101

ISN Clinic – Bundoora VIC 3083

Flexibility to work across our locations is required, with Kew as the primary clinic location.

About ISN Psychology Pty Ltd

The Institute for Social Neuroscience (ISN) brings together research, clinical services and education through ISN Innovations, ISN Clinic and ISN Psychology. Our mission is to support thriving minds and societies through research, education, clinical services and partnerships.

ISN Clinic provides free and low-cost psychology services delivered by provisionally registered psychologists under the supervision of Board-approved supervisors. Our clinics also support psychology students undertaking practicum and placements.

About the Role

We are seeking an organised, proactive and tech-savvy Administrator to support the day-to-day operations of our ISN clinics across multiple locations.

The role includes administration, systems management, client intake, referrer engagement, scheduling and reception support. The successful candidate will help ensure efficient processes, accurate records and professional communication across our clinics.

Key Responsibilities

Administration and Systems

• Maintain accurate records and client information across internal systems.


• Support Microsoft 365, SharePoint, Google Workspace and client management systems.


• Identify opportunities to improve administrative processes.

Client Intake and Referrer Engagement

• Manage referrals, respond to intake enquiries and schedule assessments using our client management system (CMS).


• Maintain the referrer database and distribute service updates and newsletters.


• Build relationships with referrers to promote ISN Clinic services.

Scheduling and Coordination

• Coordinate appointments, student placements and room allocations across clinic locations.


• Support students, clinicians and placement coordination.

Communication, Documentation and Reception

• Prepare professional correspondence and administrative documents.


• Manage phone calls, emails and reception enquiries.


• Provide welcoming client service and reception cover across all four clinic locations as required.

Teamwork and Problem-Solving

• Manage competing priorities and resolve administrative issues.


• Work independently and collaboratively with clinic and administrative teams.


• Undertake other administrative duties as required.

About You

• Minimum three years' administrative experience, preferably in medical or allied health.


• Strong computer skills, including Microsoft 365, Excel, Outlook, SharePoint and Google Workspace.


• Experience using client management systems.


• Excellent organisation, communication and problem-solving skills.


• High attention to detail and accurate record-keeping.


• Typing speed of at least 70 words per minute.


• Ability to work independently, manage competing priorities and contribute to a team.


• Experience in medical reception, client intake or allied health administration.


• Experience managing referral databases and stakeholder communications.


• Experience supporting students or education programs.


• Relevant qualifications in business, health administration or information systems.

Why Join ISN Clinics?

• Meaningful work: Support accessible mental health services and future psychologists.


• Variety: Work across administration, systems, intake and reception.


• Development: Build skills in a supportive team environment.


• Convenient locations: Our clinics are accessible by public transport.

Additional Requirements

A National Police Check and valid Working with Children Check are required.