Position Title: Administrative/Psychology AssistantBusiness: Happy Minds PsychologyEmployment Type: Part-Time (Ongoing), 4 days per weekReports To: Practice Manager, with supervision and direction from the Practice Director and Lead Receptionist as required.
Position Title: Administrative/Psychology AssistantBusiness: Happy Minds PsychologyEmployment Type: Part-Time (Ongoing), 4 days per weekReports 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 chance for someone who enjoys variety, takes initiative,



and thrives in a collaborative environment.
Key Responsibilities
Reception & Client Care
Welcome clients and create a warm, qualified 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 elevate 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, professional and client-focused manner.
The ability to prioritise multiple tasks in a busy environment.
Initiative and a willingness to learn.
Strong problem-solving skills.
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📌 Administrative/Psychology Assistant (Victoria)
🏢 Happy Minds Psychology
📍 Victoria