Administration: Clinical Diary Scheduler
Child and Adolescent Neuropsychology Group - Carlton VIC
Administrative Support (Clinical Diary Scheduler) - Child and Adolescent Neuropsychology Group
Location:
Carlton, Victoria
Position Type:
Part-time (3 days a week, with potential to increase in the future)
About Us:
The Child and Adolescent Neuropsychology Group (CANGROUP) is a leading provider of child and adolescent neuropsychological and mental health services. Our dedicated team of neuropsychologists is committed to supporting the wellbeing of children and families.
We are seeking a professional, detail-oriented, and proactive Administrative Support team member to join us as a
Clinical Diary Scheduler
, playing a key role in supporting the clinic's day-to-day operations. We're looking for someone motivated to provide a caring, empathic, and professional approach to all clients, with an interest in working with children and neurodevelopment.
Reporting to:
Practice Manager
Key Responsibilities
Patient Scheduling & Coordination
Manage and coordinate the diaries of multiple neuropsychologists and allied health clinicians
Schedule neuropsychological assessments, feedback sessions and follow-up appointments
Manage appointment confirmations, reminders, cancellations and waitlists
Coordinate assessment logistics, including room bookings and ensuring required documentation is available
Optimise clinician schedules to balance efficiency with client needs
Client & Family Communication
Serve as the primary point of contact for families via phone and email, providing compassionate and informative assistance
Greet and assist patients and families in a friendly, professional manner
Communicate clinical and administrative information to parents in clear, accessible language
Liaise with families, schools and referral sources regarding appointments
Navigate sensitive family situations and client concerns (e.g. costs, outcomes, wait times) with diplomacy and professionalism
Documentation & Records




Maintain accurate and confidential client records in compliance with clinic policy and privacy requirements
Assist in preparing intake forms and supporting documentation
Assist in organising and preparing assessment reports
Billing
Assist with billing, including verifying insurance/Medicare information and processing payments
Liaise with the finance team to ensure accurate, timely invoicing
Respond to billing-related enquiries clearly and professionally
Team & General Office Support
Facilitate communication between clinicians, consultants and other clinic staff
Support the organisation of team meetings and events
Manage office supplies and general reception duties, including filing and maintaining a tidy, well-presented clinic space in line with OH&S; standards
Support other administrative tasks as required
About You
Excellent written and verbal communication skills, with the ability to translate clinical information into clear, parent-friendly language
Strong multitasking and organisational skills in a fast-paced environment
A friendly, approachable, and empathetic manner, with the ability to uphold confidentiality at all times
High proficiency in Microsoft 365 (Outlook, Excel, Word, Teams, Forms)
Sound judgement and composure when managing competing priorities or difficult conversations
Qualifications & Experience
Minimum 2 years' experience as an administrative assistant in an allied health, medical, or legal setting
Familiarity with medical or mental health office procedures
Understanding of Medicare and private billing processes is advantageous
Full working rights in Australia required
Benefits
Competitive salary in line with the Health Professional and Support Services Award, commensurate with experience ($70,000-$80,000 including superannuation)
A friendly, supportive workplace focused on client and team wellbeing
The opportunity to make a genuine, positive impact on the lives of children and families
CANGROUP is an equal chance employer. We encourage candidates from all backgrounds to apply.
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📌 Administration: Clinical Diary Scheduler (Melbourne)
🏢 Child and Adolescent Neuropsychology Group
📍 Melbourne