Practice Administrator

Mindful Living; Melbourne; On-site; AUD 38,000 - 54,000; Part time

Benefits offered by this job

Employee Assistance Program (EAP)

Flexible working hours

Leave between Christmas and New Year

Job summary

Mindful Living Counselling & Psychology in Melbourne’s outer east is hiring for Practice Administrator roles. You will provide reception and administrative support, handling intake calls, client allocations, and appointment management.

The roles are based at our clinic in Croydon and support EMDR programs while covering team leave as needed. The positions include an ongoing part-time role starting in November and a 12-month maternity cover starting January.

Qualifications

• Experience in administrative and customer-focused roles.
• Strong verbal and written communication.
• Ability to work autonomously and manage multiple demands.

Responsibilities

• Handle intake calls and allocate new clients to therapists.
• Greet clients and deliver excellent customer service.
• Respond to queries via phone, SMS and email; manage appointments.

Skills

Administrative experience

Customer service

Communication

Time management

Proactive/self-motivated

Tools

Practice management software

MS Office

Job description

This is a unique opportunity to join a dynamic mental health private practice. In the Practice Administrator role, you will be responsible for providing reception services for our clients and administrative support to our clinical and management teams.

We have two Practice Administrator positions available: an ongoing part-time position starting in November, and a 12-month contract covering maternity leave, starting in January. The hours for each are listed under What’s on Offer.

These roles will be based at our beautiful clinic in Croydon. You’ll also help cover colleagues’ leave when needed, so we’re looking for people who are flexible and happy to step in. There may be scope to increase hours as our team grows.

These are set shifts, so the roles suit someone who is building a career in administration and can reliably commit to the roster year-round.

About Us

Mindful Living Counselling & Psychology is a leading trauma-informed practice in Melbourne’s outer east, with a special focus on EMDR therapy. We’re a warm, down-to-earth, values-driven team who prioritise psychological safety, collaboration and continuous improvement. We take our work seriously, but not ourselves.

What You’ll Do

• Complete intake calls for new clients
• Allocate new clients to therapists
• Greet clients and provide an exceptional customer service experience
• Respond to client enquiries and manage appointments via phone, SMS and email
• Process payments and rebates
• Provide administrative support to our clinical team and management team
• Support the administration of our specialist EMDR programs
• Keep client records accurate with data entry
• Cover team leave when needed

About You

We are focused on building a strong team culture and long-term career potential for our team members. We hire based on attitude, and we’d love to meet someone who has:

• Experience in administrative and customer-focused roles
• A willingness to learn and an enthusiastic attitude
• The ability to build and maintain strong relationships and a positive team environment
• Strong verbal and written communication skills
• The ability to work autonomously, be proactive and self-motivated
• Strong attention and accuracy to detail
• Excellent time management skills and the ability to prioritise and manage competing demands
• The ability to liaise with, and take direction from, our management team
• Confidence using practice management software and everyday computer programs

Nice to have:

• Experience in allied health settings, ideally within the mental health sector
• Knowledge of Medicare processes

What’s on Offer

Position 1: ongoing part time, starting in November

• Tuesday – 12.30pm to 8.30pm (hours after 6pm are paid at after-6pm rates)
• Wednesday – 10am to 6pm

Position 2: 12-month contract covering maternity leave, starting in January

For both positions

• Additional paid days of leave between Christmas and New Year
• A generous Employee Assistance Program (EAP) to support your wellbeing
• A supportive, values-driven team with a strong culture

Why This Role?

We believe that when our team members love what they are doing, they achieve great outcomes. Working at Mindful Living is a career, not a job. The role of Practice Administrator is highly valued within our team and we are committed to providing you with the opportunity to make a difference in people’s lives and to feel satisfied and motivated in your work.