Senior Receptionist / Practice Manager
Williams Landing & Keilor East | Part-Time / Full-Time
About Us
At Positive Mind Hub, we are a growing private psychology practice dedicated to supporting children, adolescents, adults, and families to achieve meaningful and lasting change.
With clinics located in
Williams Landing
and
Keilor East
, our team is passionate about providing high-quality, evidence-based psychological services in a warm, supportive, and collaborative setting.
As our practice continues to grow, we are looking for an experienced
Senior Receptionist / Practice Manager
who enjoys taking ownership, thrives in a fast-paced environment, and loves creating efficient systems that support both our clients and clinicians.
This is an exciting opportunity for someone who wants to become an integral part of a growing business and play a key role in shaping how our practice operates.
About the Role
This is much more than an admin role.
You will be responsible for ensuring the smooth day-to-day operation of both clinics while supporting our psychologists to work efficiently and deliver exceptional client care.
You will act as the central point of coordination between clinicians, clients, schools, referrers, and external providers, while proactively managing schedules, workflows, and administrative processes.
This role requires someone who can think ahead, identify problems before they occur, and confidently implement solutions.
Key Responsibilities
Practice Operations
Oversee the day-to-day administration of both clinic locations
Ensure smooth clinic operations across Williams Landing and Keilor East
Develop and improve administrative systems and workflows
Monitor practice performance and identify opportunities for improvement
Support onboarding of new staff and clinicians
Assist with policy implementation and quality improvement initiatives
Clinician Calendar & Caseload Management
Managing psychologist diaries using Halaxy
Optimising appointment schedules




Reducing gaps and improving utilisation
Coordinating assessment bookings
Monitoring clinician caseloads
Supporting waitlist management
Coordinating room availability
Managing cancellations and rescheduling
Assisting clinicians with time management
Ensuring reports and administrative tasks remain on schedule
Client Administration
Provide exceptional customer service
Respond to phone and email enquiries
Manage referrals from GPs, paediatricians and allied health professionals
Coordinate intake paperwork
Process Medicare, NDIS and private billing
Maintain accurate client records
Prepare invoices and manage outstanding accounts
Liaise with schools and external agencies where required
Team Support
Support psychologists with administrative requirements
Assist with meetings and team coordination
Provide guidance and support to other admin staff
Help maintain a positive workplace culture
Be a reliable point of contact for both clinicians and clients
About You
We're looking for someone who enjoys making things run smoothly.
You are someone who naturally notices problems, thinks of solutions, and takes initiative without needing to be asked.
You love organisation, enjoy working with people, and take pride in creating an exceptional experience for clients and clinicians alike.
You are:
Highly organised
Exceptionally detail-oriented
Proactive and forward-thinking
A strong problem solver
Calm under pressure
Friendly and approachable
Professional and compassionate
Confident managing competing priorities
Able to work independently while supporting a team
Passionate about delivering outstanding customer service




Essential Requirements
Previous experience in a senior medical reception, allied health administration or practice management role
Experience managing clinician calendars and appointment scheduling
Excellent written and verbal communication skills
Strong organisational and time management skills
High level of computer literacy
Experience using practice management software (Halaxy experience highly regarded)
Ability to prioritise multiple tasks simultaneously
Current National Police Check (or willingness to obtain)
Current Working with Children Check (or willingness to obtain)
Highly Desirable
Applicants with qualifications in one of the following will be highly regarded:
Diploma of Practice Management
Diploma of Leadership and Management
Diploma of Business Administration
Certificate in Medical Practice Assisting
Certificate in Health Administration
Previous experience in psychology or allied health private practice
Experience with Medicare, NDIS and private health billing
Experience managing multiple clinicians
What We Offer
Opportunity to grow into a Practice Manager leadership role
Supportive and collaborative team culture
Work across two modern clinic locations
Opportunity to help shape the future of a rapidly growing practice
Ongoing career development
Quarterly team events
A workplace where your ideas are genuinely valued
The opportunity to make a meaningful impact on both clients and clinicians
Why Join Positive Mind Hub?
At Positive Mind Hub, we believe our administration team is just as important as our clinicians.
Our admin team are often the first people clients speak to, and they play a vital role in creating a warm, supportive and professional experience from the very first phone call.
If you're someone who enjoys taking ownership, solving problems, supporting people, and helping a growing business thrive, we'd love to hear from you.
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📌 Practice Manager / Senior Adminstrative Assistant (Melbourne)
🏢 QML ALLIED HEALTH
📍 Melbourne