Clinic Operations Manager & Executive Assistant to the Director
Help Build the Next Chapter of ANIMA

West Leederville, Perth WA | Full-Time

"Working hard for something we don't care about is called stress. Working hard for something we love is called passion." – Simon Sinek

Why This Role Exists

Every thriving practice eventually reaches a point where the founder can no longer be the clinician, recruiter, leader, office manager and firefighter all at once. ANIMA has reached that point. We are looking for a trusted operational leader who can strengthen systems, support the administration team, and help ensure the practice continues to grow in a sustainable and values-led way.

About ANIMA

ANIMA Health Network is an established Clinical Psychology and Neuropsychology practice based in West Leederville. We provide therapy and assessment services across trauma, neurodiversity, ADHD, autism, and complex mental health presentations. Our team includes approximately 12 clinicians, supported by a dedicated administration and patient care team.

The Chance

This is not a traditional reception role. This is not a traditional executive assistant role. This is not a traditional practice manager role.

Reporting to the Director, Dr Ozgur Yalcin, you will help lead the administration team and support our clinicians, strengthen systems and processes and help create the operational foundations required for ANIMA's next stage of growth. This role combines operational leadership, team coordination, systems improvement and executive support.

Core Responsibilities

Clinic Operations

- Oversee the day-to-day running of the practice

- Support and coordinate the reception and administration team

- Monitor referrals, waitlists, cancellations and appointment utilisation

- Improve workflows, SOPs and operational processes

- Coordinate facilities, suppliers and administrative systems

Leadership & Team Support

- Support, mentor and coordinate administration staff

- Assist with recruitment,



onboarding and training

- Foster a calm, accountable and supportive culture

- Follow up on action items and help maintain operational momentum

Executive Support

- Manage priorities, projects and key initiatives for the Director

- Coordinate meetings, communications and follow-up actions

- Draft policies, documents and business communications

- Assist with reporting, presentations and planning

Growth & Development

- Support clinician recruitment and onboarding

- Assist with marketing and referral initiatives

- Support ANIMA's training and education activities

- Help build the systems and infrastructure required for future growth

Essential Experience

You will have:

- Previous experience in healthcare administration (psychology, psychiatry, allied health or specialist medical preferred)

- Experience leading or coordinating administration teams

- Strong understanding of Medicare billing, referrals, appointment scheduling and patient communications

- Experience improving systems, workflows and operational processes

- Excellent organisational and communication skills

- High levels of professionalism, discretion and accountability

Experience with Halaxy, Microsoft 365, Teams, SharePoint, Xero and AI productivity tools will be highly regarded.

Why Join ANIMA?

- Work directly with the Director and have genuine influence over how the practice operates

- Join an established and well-regarded Clinical Psychology and Neuropsychology practice

- Be part of a supportive and values-led team

- Help shape the next phase of growth

- Work alongside Hachi, our resident therapy dog and unofficial Head of Employee Wellbeing

Salary

Competitive salary package starting at $80,000+, negotiable based on experience and capability.

How to Apply

Please submit your CV and a brief cover letter outlining:

- Your healthcare administration experience

- Your experience leading or coordinating administration teams

- Why this role interests you

Shortlisting may commence before the closing date.

📌 Clinic Operations Manager & Executive Assistant to the Director (Perth)
🏢 ANIMA Health Network
📍 Perth