As our Administrative Assistant, you'll be the friendly voice and face of Transparent Minded Psychology — welcoming clients, managing bookings, and handling the day-to-day admin that keeps our clinicians free to focus on client care.
It's a varied, people-facing role suited to someone who is organised, discreet, and genuinely enjoys supporting others through what can be a vulnerable time in their lives.
Your duties included but not limited to
Front-of-house: for clients calling, emailing or walking in, making sure every interaction feels warm and professional.
Scheduling: appointments, waitlists and confirmations using our practice management software (Zanda).
Client enquiries: client questions about services, fees and the booking process with empathy and clarity.
Billing & funding administration: payments, invoices, Medicare rebates, and NDIS and SIRA billing where relevant.
Records & compliance: client files, correspondence and documentation, always in line with privacy and confidentiality requirements.
Referral support: referral coordination, Mental Health Treatment Plan paperwork, and liaising with GPs and other referrers.
Marketing support: with website updates, social media and general practice communications.
Office upkeep: supplies, keeping the waiting area welcoming, and sorting basic equipment hiccups.
What We're Looking For
Experience: in a medical, healthcare or similarly sensitive administrative setting is highly desired,



but not essential.
Tech skills: Intermediate experience and skills with Microsoft Office suites, and confidence picking up new practice management software.
Robust communicator: you communicate clearly and sensitively with a diverse range of people.
Organised and proactive with excellent attention to detail and the ability to juggle competing priorities calmly.
A genuine understanding of confidentiality and discretion in a clinical setting.
Required: a current NSW Working with Children Check and a satisfactory National Police Check (or willingness to obtain prior to starting).
Right to work: Unrestricted full time working rights in Australia.
What You're Like
Empathetic and professional with a calm, positive presence, even when things get busy or stressful.
Self-motivated who's just as comfortable working independently as pitching in as part of the team.
Growth-minded keen to learn our systems and grow into the role over time.
Why Join Us
A small practice culture that's flexible, supportive and genuinely invested in your development.
Meaningful work in a warm, purpose-driven workplace where your work directly supports people's wellbeing.
A pleasant place to work in a modern, welcoming clinic space in Bella Vista.
Remote working hybrid flexibility.
Being a meaningful part of a company on a proven strong growth trajectory.
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📌 Administrative Assistant (New South Wales)
🏢 Clear Minded Psychology
📍 New South Wales