Part-Time Practice Operations Manager (Hybrid)

Mindful Living; Melbourne; On-site; AUD 48,000 - 64,000; Part time

Benefits offered by this job

Part-time 4 days a week

Croydon-based, with potential day from

Leave between Christmas and New Year

Employee Assistance Program (EAP)

Growth opportunity to shape a growing)

Job summary

Mindful Living Counselling & Psychology is seeking an Assistant Practice Manager in Melbourne’s outer east. You’ll support the Strategic Business & Practice Manager, keeping our trauma-focused practice running smoothly and helping admin teams handle inquiries and programs.

The role blends front-desk responsibilities with behind-the-scenes operations, including reporting, process improvements and AI-assisted efficiency.

Qualifications

• Experienced in senior administration, operations or coordination roles.
• Comfortable with basic bookkeeping such as bank reconciliations and invoices.
• Able to read the room with high emotional intelligence and stay calm under pressure.
• Tech-savvy and quick to learn AI tools like ChatGPT or Claude.
• Nice to have allied health or mental health exposure; Medicare knowledge is a plus.

Responsibilities

• Turn ideas into action by planning steps, updating documents, informing the team and ensuring changes stick.
• Find smarter ways to work and keep processes and templates up to date.
• Be the friendly face for the admin team when questions arise and explain how things work.
• Admin for EMDR programs and related processes.
• Prepare regular reports to monitor practice performance.
• Use AI tools to save time and work smarter.
• Manage weekly bank reconciliations, invoices and monthly compliance checks.
• Handle requests for reports, files and information from lawyers and others.
• Spend time on the front desk and cover team leave when needed.

Skills

Administration

Operations coordination

Problem solving

Customer service

Emotional intelligence

AI tools familiarity

Tools

ChatGPT

Claude

Xero

Job description

Mindful Living Counselling & Psychology is seeking an Assistant Practice Manager in Melbourne’s outer east. You’ll support the Strategic Business & Practice Manager, keeping our trauma-focused practice running smoothly and helping admin teams handle inquiries and programs.

The role blends front-desk responsibilities with behind-the-scenes operations, including reporting, process improvements and AI-assisted efficiency.