Job Description

Position Title: Administrative/Psychology Assistant
n Business: Happy Minds Psychology
n Employment Type: Part-Time (Ongoing), 4 days per week
n Reports To: Practice Manager, with supervision and direction from the Practice Director and Lead Receptionist as required.

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Position Title: Administrative/Psychology Assistant
n Business: Happy Minds Psychology
n Employment Type: Part-Time (Ongoing), 4 days per week
n Reports To: Practice Manager, with supervision and direction from the Practice Director and Lead Receptionist as required.

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About Happy Minds Psychology

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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.

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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.

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Position Overview

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The Administrative/Psychology Assistant provides administrative, reception, marketing, and clinical support to ensure the smooth day-to-day operation of the practice.

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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.

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No two days are the same, making this an ideal prospect for someone who enjoys variety, takes initiative, and thrives in a collaborative environment.

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Key Responsibilities

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Reception & Client Care

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- Welcome clients and create a warm, professional first impression.
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- Answer phone calls and respond to client enquiries promptly and compassionately.
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- Schedule appointments and manage clinician diaries.
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- Coordinate telehealth appointments and assist clients with access where required.
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- Maintain accurate client records while ensuring privacy and confidentiality.
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- Triage enquiries appropriately and elevate urgent matters when required.
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- Support clients throughout their experience with professionalism and empathy.
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Administration

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- Process invoices, Medicare claims and client payments accurately.
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- Monitor Mental Health Care Plans and notify clinicians when review letters are due.
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- Follow up referrals and assist with appointment confirmations.
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- Support adherence to clinic policies, including cancellation procedures.
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- Maintain electronic records and administrative systems.
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- Assist with clinic projects and general office administration.
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- Help manage appointment waitlists and last-minute cancellations.
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Marketing & Communications

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- Create and schedule engaging social media content.
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- Assist with newsletters, blogs and marketing campaigns.
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- Design promotional materials including flyers, brochures and posters.
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- Support initiatives that promote the clinic and its services.
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What We're Looking For

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The ideal candidate will demonstrate:

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- Outstanding written and verbal communication skills.
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- Creativity and Canva proficiency
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- Excellent organisation and attention to detail.
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- A warm, professional and client-focused manner.
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- The ability to prioritise multiple tasks in a busy environment.
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- Initiative and a willingness to learn.
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- Strong problem-solving skills.
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📌 Administrative/Psychology Assistant (Drysdale)
🏢 Happy Minds Psychology
📍 Drysdale