Clinic Receptionist & Administration Assistant – Psychology Practice

Calma psychology; Geelong; On-site; AUD 48,000 - 52,000; Part time

Benefits offered by this job

Casual pay

Flexible casual hours

Supportive team

Welcoming workplace

Professional growth

Meaningful work

Job summary

Calma Psychology is seeking a friendly, reliable Clinic Receptionist & Administration Assistant to join our Belmont, Geelong team. You will manage client bookings, invoicing and daily clinic administration while delivering welcoming, professional service.

Previous experience with practice management software (Halaxy preferred) is highly regarded. The role offers casual/part-time hours on-site with opportunities to grow as the practice expands.

Qualifications

• Previous experience in reception, administration, customer service.
• Excellent verbal and written communication skills.
• A warm, empathetic and professional approach to client interactions.
• Strong organisational skills and attention to detail.
• Ability to manage multiple tasks and work independently.
• Confidence handling client enquiries, bookings and financial administration.

Responsibilities

• Welcome clients in a warm, professional manner.
• Answer calls and respond to emails and enquiries.
• Coordinate initial appointments with prospective clients.
• Manage bookings, cancellations and clinician calendars.
• Process client payments, issue invoices and follow up accounts.
• Assist with Medicare rebates, Mental Health Care Plans and invoicing.
• Coordinate registrations, intake forms and referrals.
• Maintain confidential client records.
• Manage the clinic's general email inbox and admin correspondence.
• Proactively follow up enquiries and available appointments.
• Support psychologists with general admin tasks.
• Maintain an organised, welcoming reception environment.
• Identify opportunities to improve processes and client experience.

Skills

Reception experience

Customer service

Verbal communication

Written communication

Organisational skills

Attention to detail

Multi-tasking

Independence

Confidentiality

Computer skills

Tools

Halaxy

Cliniko

Power Diary

Zanda

Job description

Clinic Receptionist & Administration Assistant – Psychology Practice

Employment Type: Casual / Part-Time Hours
Location: On-site – Belmont, Geelong
Pay Rate: $35–$38 per hour (inclusive of 25% casual loading) + 12% superannuation

Calma Psychology | Belmont, Geelong VIC

Employment Type: Casual / Part-Time Hours
Location: On-site – Belmont, Geelong
Pay Rate: $35–$38 per hour (inclusive of 25% casual loading) + 12% superannuation

Join Our Growing Team at Calma Psychology!

Are you a warm, organised and proactive individual who enjoys helping people and providing exceptional customer service?

Calma Psychology is seeking a friendly, reliable and highly organised Clinic Receptionist & Administration Assistant to join our growing team in Belmont, Geelong.

We are looking for someone who can confidently manage client bookings, enquiries, invoicing and daily clinic administration while creating a welcoming and supportive experience for our clients.

Previous experience using Halaxy or similar practice management systems is highly regarded.

About Calma Psychology

Calma Psychology is a growing private psychology practice based in Belmont, Geelong. We provide compassionate, evidence-based, trauma-informed and neurodiversity-affirming psychological services to children, adolescents and adults.

Our team offers individual psychological therapy, EMDR therapy, and specialised Autism and ADHD assessments.

We believe that a positive therapeutic experience begins from the very first interaction with our practice. Our reception team plays an essential role in ensuring clients feel welcomed, respected and supported.

About the Role

As our Clinic Receptionist & Administration Assistant, you will be the first point of contact for clients and play an important role in managing the day-to-day administrative operations of our clinic.

You will work closely with our psychologists and Practice Director to ensure efficient appointment management, accurate financial administration and a positive client experience.

Your key responsibilities will include:

• Welcoming clients and visitors in a warm, professional and compassionate manner.
• Answering incoming phone calls and responding to emails and online enquiries.
• Contacting prospective clients and coordinating initial appointments.
• Managing bookings, cancellations, rescheduling and clinician calendars.
• Processing client payments, issuing invoices and following up outstanding accounts.
• Assisting with Medicare rebates, Mental Health Care Plans and NDS invoicing.
• Coordinating client registrations, intake forms, referrals and administrative documentation.
• Maintaining accurate and confidential client records.
• Managing the clinic's general email inbox and administrative correspondence.
• Proactively following up client enquiries and available appointments.
• Supporting psychologists with general administrative tasks.
• Maintaining an organised, welcoming and professional reception environment.
• Identifying opportunities to improve administrative processes and client experience.

About You

We are seeking someone who is confident, resourceful and capable of managing clinic administration with a high level of independence.

Essential Requirements

• Previous experience in reception, administration, customer service or a similar role.
• Excellent verbal and written communication skills.
• A warm, empathetic and professional approach to client interactions.
• Strong organisational skills and exceptional attention to detail.
• Ability to manage multiple tasks, prioritise responsibilities and work independently.
• Confidence handling client enquiries, appointment bookings and financial administration.
• Strong computer skills and the ability to learn new software quickly.
• Understanding of confidentiality, privacy and professional boundaries.
• A proactive attitude and willingness to take initiative.

Highly Regarded

• Previous experience using Halaxy or similar practice management systems (such as Cliniko, Power Diary or Zanda), particularly for appointment scheduling, invoicing, payment processing and client records.
• Previous experience working in a psychology, allied health or healthcare practice.
• Familiarity with Mental Health Care Plans, Medicare rebates, NDS, TAC and WorkCover billing.
• Experience coordinating appointments across multiple practitioners.
• Experience managing client enquiries and supporting client engagement.

What We Offer

• Casual pay: $35–$38 per hour, inclusive of 25% casual loading, plus 12% superannuation.
• Flexible casual hours: Part-time hours with potential to increase as the practice grows.
• Supportive team: Join a friendly, compassionate and collaborative psychology practice.
• Welcoming workplace: Work in a calm and professional clinic environment in Belmont.
• Professional growth: Opportunities to develop your skills and responsibilities.
• Meaningful work: Make a positive difference by helping individuals and families access psychological care.

Why Join Calma Psychology?

At Calma Psychology, we value kindness, professionalism, collaboration and genuine care for others.

We recognise that our reception team is central to creating a positive experience for clients. We are looking for someone who shares our values, enjoys working with people and takes pride in delivering excellent service.

If you are proactive, compassionate, detail-oriented and excited about contributing to a growing psychology practice, we would love to hear from you!

Calma Psychology
*****@calmapsychology.com.au
www.calmapsychology.com.au