Position Title:Administrative/Psychology Assistant
Business:Happy Minds Psychology
Employment Type:Part-Time (Ongoing), 4 days per week
Reports To:Practice Manager, with supervision and direction from the Practice Director and Lead Receptionist as required.
About Happy Minds Psychology
Happy Minds Psychology is a warm, values-driven private psychology practice committed to providing compassionate, evidence-based care.
We believe every interaction matters—from the first phone call to the final appointment—and pride ourselves on creating a welcoming, supportive environment for both our clients and our team.
We're looking for someone who is organised, proactive, kind, and eager to learn.
While a background in psychology is highly regarded, we care even more about finding the right person who aligns with our values, enjoys working in a fast-paced environment, and is committed to continuous learning and improvement.
Position Overview
The Administrative/Psychology Assistant provides administrative, reception, marketing, and clinical support to ensure the smooth day-to-day operation of the practice.
This is a varied role that combines front-of-house client care with behind-the-scenes administrative and project work.
You'll work closely with our psychologists, Practice Directors, and reception team, supporting everything from appointment coordination to marketing.
No two days are the same, making this an ideal opportunity for someone who enjoys variety, takes initiative, and thrives in a collaborative environment.
Key Responsibilities
Reception & Client Care
Welcome clients and create a warm, professional first impression.
Answer phone calls and respond to client enquiries promptly and compassionately.
Schedule appointments and manage clinician diaries.
Coordinate telehealth appointments and assist clients with access where required.
Maintain accurate client records while ensuring privacy and confidentiality.




Triage enquiries appropriately and escalate urgent matters when required.
Support clients throughout their experience with professionalism and empathy.
Administration
Process invoices, Medicare claims and client payments accurately.
Monitor Mental Health Care Plans and notify clinicians when review letters are due.
Follow up referrals and assist with appointment confirmations.
Support adherence to clinic policies, including cancellation procedures.
Maintain electronic records and administrative systems.
Assist with clinic projects and general office administration.
Help manage appointment waitlists and last-minute cancellations.
Marketing & Communications
Create and schedule engaging social media content.
Assist with newsletters, blogs and marketing campaigns.
Design promotional materials including flyers, brochures and posters.
Support initiatives that promote the clinic and its services.
What We're Looking For
The ideal candidate will demonstrate:
Outstanding written and verbal communication skills.
Creativity and Canva proficiency
Excellent organisation and attention to detail.
A warm, qualified and client-focused manner.
The ability to prioritise multiple tasks in a busy environment.
Initiative and a willingness to learn.
Strong problem-solving skills.
The ability to work both independently and collaboratively.
High levels of professionalism, discretion and confidentiality.
Flexibility and adaptability in a growing workplace.
A positive attitude and willingness to contribute wherever needed.




An openness to receiving feedback and continuously developing their skills.
Essential Requirements
Excellent computer literacy and confidence learning new software.
Strong administrative and organisational skills.
Professional presentation and communication.
Ability to maintain confidentiality at all times.
Desirable (but not essential)
A genuine interest in psychology, mental health, neurodiversity, trauma-informed care, perinatal mental health or the broader allied health sector.
Previous experience in administration, customer service, reception, healthcare or allied health.
Previous experience creating content for social media or marketing.
A degree, or previous tertiary studies, in psychology or a related field.
Experience using practice management software (such as Zanda or Power Diary).
We encourage applicants without a psychology background to apply if they believe they would be a great fit for our team.
What We Value
At Happy Minds Psychology, we hire for attitude as much as experience.
We are looking for someone who:
Is kind, compassionate and respectful.
Takes pride in producing high-quality work.
Enjoys supporting others.
Is reliable and accountable.
Embraces feedback as an opportunity to grow.
Is flexible and willing to help wherever needed.
Wants to be part of a supportive, collaborative team.
This role may be especially suited to someone who is studying psychology, considering postgraduate pathways, or hoping to build experience in a supportive private practice environment.
While this is not a clinical training role, it offers valuable exposure to the day-to-day operations of a psychology practice, including client care, ethical administration, report support, referral pathways and multidisciplinary communication.
If this sounds like you, we'd love to hear from you.

📌 Administrative/Psychology Assistant (Warrnambool)
🏢 Happy Minds Psychology
📍 Warrnambool