Medical Administrator

Peoplefusion; Newcastle City Council; On-site; AUD 42,000 - 62,000; Part time

Benefits offered by this job

Three days per week

Job summary

Jenny’s Place is opening a new specialist psychology service in Newcastle, NSW, focusing on recovery support for women and children affected by domestic violence. As Medical Administrator, you’ll establish daily administration workflows, coordinate intake and appointments, and manage Medicare and NDIS billing across funding streams.

You’ll work closely with the Lead Psychologist and clinical team to ensure smooth operations, privacy compliance, and timely accounts receivable, supporting a

Qualifications

• Experience in medical/allied health administration.
• Hands-on Medicare billing and claiming knowledge.
• NDIS billing and invoicing experience.

Responsibilities

• Set up and maintain day-to-day admin systems for a new psychology service.
• Coordinate appointments, intake, referrals, waitlists, reminders and reception enquiries.
• Manage Medicare billing and claiming processes and monitor claims.

Skills

Medicare billing

NDIA billing

Administration

Practice management software

Privacy handling

Diary management

Client intake

Tools

Practice management software

Job description

Would you like to be part of a sector-first initiative at Jenny’s Place, transforming recovery support for women and children impacted by domestic, family and sexual violence in Australia?

Australia’s First Women and Children’s Specialist Centre for Domestic Violence Support

Jenny’s Place’s goal is to build the first specialist centre of its kind, bringing together comprehensive and integrated recovery support for women and children impacted by domestic and family violence.

Our values guide how we work every day: Compassion | Equality | Empowerment | Courage | Collaboration

• Establish and coordinate the administration of a new specialist psychology practice
• Hands-on Medicare and NDIS billing experience is essential
• Part-time opportunity working 3 days per week

About the opportunity

Jenny’s Place is a leading Domestic and Family Violence organisation establishing a new specialist centre designed to provide integrated recovery support for women and children impacted by domestic, family and sexual violence. Psychology will be a key part of this new model, working alongside broader recovery, mental health and specialist supports.

As Medical Administrator, you will be central to getting the psychology practice operational and keeping it running smoothly. Working closely with the Lead Psychologist and multidisciplinary team, you will establish practical administration systems, coordinate client and practitioner workflows, and take ownership of billing and claiming processes across Medicare and NDIS-funded services.

The psychology service has secured initial funding to establish the team, with a longer-term goal of developing a sustainable practice model supported through Medicare and NDIS billing. This role will therefore suit someone who understands both the client-service and commercial administration of a psychology or allied health practice.

Key responsibilities include:

• Set up and maintain the day-to-day administration systems and workflows required to establish a new psychology practice.
• Coordinate appointments, practitioner diaries, new client intake, referrals, waitlists, reminders, cancellations and general reception enquiries.
• Manage Medicare billing and claiming processes, including checking referral information, supporting correct claiming workflows, monitoring rejected or outstanding claims and reconciling payments.
• Manage NDIS billing and invoicing across relevant funding arrangements, including plan-managed, self-managed and NDIA-managed clients, and follow up outstanding accounts or claim issues.
• Support practice setup and maintenance across relevant provider registrations, portal access, billing arrangements and practice management software.
• Create and maintain accurate client records, referral documentation, consent forms, service agreements, correspondence and other practice documentation.
• Process invoices, receipts and payments; maintain debtor follow-up and complete regular reconciliation and billing reports.
• Support psychologists with letters, reports, document formatting, scanning, filing and other general practice administration.
• Maintain strong privacy, confidentiality and records-management standards when handling sensitive client and clinical information.
• Help develop practical procedures, templates and administrative processes as the new service grows and evolves.

The benefits

As a member of this new specialist service, you’ll have the opportunity to:

• Play a key role in establishing the operating foundations of a new specialist psychology service.
• Use your health-practice administration expertise in a role with genuine community impact.
• Work closely with clinical leadership and help create efficient systems from the outset.
• Enjoy a consistent Monday to Wednesday schedule, 3 days per week.

About you

You are an experienced medical or allied health administrator who understands what makes a busy practice work well. You are confident managing sensitive client enquiries, enjoy creating organised systems, and can move comfortably between front-of-practice service, practitioner support and detailed billing administration. You will bring a calm, compassionate and highly confidential approach to supporting women and children who may be experiencing complex circumstances.

In addition, you will bring:

• Previous administration experience within a psychology practice, allied health clinic, medical practice or comparable health service; psychology-practice experience will be highly regarded.
• Demonstrated hands-on knowledge of Medicare billing and claiming processes, including referrals, eligible services, claiming workflows and payment reconciliation.
• Demonstrated knowledge of NDIS billing and invoicing processes and the differences between plan-managed, self-managed and NDIA-managed funding arrangements.
• Experience setting up, configuring or administering practice management software and digital workflows.
• Strong appointment, diary, intake, referral and client-record administration skills.
• Confidence with invoicing, accounts receivable, reconciliation, reporting and following up billing or claim discrepancies.
• Excellent written and verbal communication skills, with the judgement and empathy required when supporting clients in sensitive circumstances.
• High attention to detail and a strong understanding of privacy, confidentiality and secure handling of health information.
• A proactive, solutions-focused approach and the ability to establish processes in a new and evolving service environment.
• A current Working with Children Check and National Police Check will be required for this role.

At peoplefusion we dont just accept diversity and inclusion - we celebrate it! We strive to create an environment of equal opportunity regardless of race, gender, sexual orientation, gender identity or expression, lifestyle, age, religion or physical ability, and welcome applications from people from all backgrounds. If you require any assistance with your application, please don't hesitate to contact us.