Senior Practice Manager

Mindkit Psychological Services Pty Ltd; City of Melbourne; Remote; AUD 62,000 - 76,000; Part time

Job summary

Mindkit Psychological Services Pty Ltd – Melbourne VIC is seeking a Senior Practice Manager to lead operations for Mindkit Psychology. You will manage day-to-day activities, oversee Halaxy billing and remittances, coordinate payroll with the bookkeeper, and produce regular financial and operational reporting.

This is a remote, independent contractor role at 20 hours per week, with a focus on scaling admin systems, staff recruitment, and process improvements while ensuring privacy and compliance.

Qualifications

• At least five years of practice management experience, Australian practice experience preferred.
• Hands-on Halaxy: billing, calendars, reporting, administration.
• Medicare/MBS billing knowledge for psychology.
• NDIS experience: billing, remittances, records.
• Xero experience: accounts receivable, payroll coordination, reporting.

Responsibilities

• Lead day-to-day operations and supervise the admin team.
• Run Halaxy billing, manage unpaid invoices, and arrange payment plans.
• Process plan-manager remittances, supplier payments, payroll coordination.
• Maintain calendars, templates, and booking settings; support recruitment.

Skills

Leadership

Reporting

Recruitment

Policy improvement

English proficiency

Tools

Halaxy

Xero

Asana

Microsoft 365

Job description

Mindkit Psychological Services Pty Ltd – Melbourne VIC

Senior Practice Manager — Mindkit Psychology

Remote | 20 hours a week | Independent contractor

Mindkit is a neurodivergent-led psychology practice in Melbourne, providing therapy and assessments in person and by telehealth. We have been operating for several years and are scaling quickly, with plans to expand into GP, psychiatry and allied-health services. We need an experienced practice manager to lead operations, strengthen systems, support the team and provide reliable financial and operational reporting.

ESSENTIAL EXPERIENCE

• At least five years of practice management, including substantial experience managing Australian practices. Ideally ten or more years.
• Hands-on Halaxy: billing, fees, calendars, booking settings, reporting and administration.
• Australian psychology Medicare/MBS billing: psychology item numbers, claims, exceptions and follow-up.
• Direct NDIS experience: participant and plan-manager billing, remittances, payment follow-up and accurate records.
• Hands-on Xero, accounts receivable, reconciliation, debt follow-up, payroll coordination and management reporting.
• Managing practice growth, leading administrative staff, clinician recruitment and onboarding, and documented process improvement.
• Clear written and spoken English, Microsoft 365 and Asana or comparable task software, reliable internet and a private, secure workspace.

RESPONSIBILITIES

Lead agreed day-to-day operations and support our administrative assistant. Run Halaxy billing and unpaid-invoice audits, follow up debts and arrange payment plans within policy. Process plan-manager remittances, prepare supplier payments and coordinate payroll checks with our bookkeeper. The director approves payments and releases funds.

Maintain approved Halaxy fees, templates, booking settings and calendars. Keep compliance calendars and staff, contract and supplier registers current. Support clinician recruitment and onboarding. Document processes and work with our automation consultant to improve systems.

Prepare financial and operational reporting, attend weekly operations meetings, and prepare and run a monthly business-development meeting. The director retains responsibility for strategy, clinical decisions and significant financial and staffing approvals.

HOURS AND ARRANGEMENTS

20 hours weekly: four hours each weekday, with part of each day overlapping 11am–4pm Melbourne local time, including daylight saving. Regular hours are agreed in advance. Meetings, reporting, preparation and training are included in the 20 hours. Extra hours require prior written agreement.

Record work in Asana with outcomes, time spent and next actions. Provide a weekly written report of completed work, outstanding matters, risks and decisions needed. Raise urgent issues promptly. Invoice with itemised tasks and hours. All work is paid, with reviews at four and eight weeks and an initial four-week trial period.

Use approved systems and access to protect confidential practice information. Do not use personal email, shared accounts, unapproved AI tools or unapproved downloads with practice information. Report suspected privacy or security incidents immediately.

RATE

Independent contractor engagement. Australian applicants: AUD45–55 per hour depending on experience and assessment; an ABN is required for Australian contractors. Overseas rates and engagement terms are agreed separately. Start as soon as possible.

We welcome neurodivergent applicants. You may request an adjustment at any stage without disclosing a diagnosis.