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 workplace.

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 professional 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