Join a Warm, Professional and Growing Psychology Practice
We are looking for anexceptionally organised, experienced and proactive Practice Administrator to join our psychology practice and become an integral part of the way we deliver an outstanding experience for our clients and clinicians.
We are looking for someone who understands that excellent administration is what allows clinicians to focus on what they do best — providing high-quality psychological care.
You will be the calm, capable and highly organised person behind the scenes who keeps the practice running smoothly, ensures clients feel genuinely cared for, and takes ownership of the administrative details that make a great practice exceptional.
About the role
This is a hands-on role combining
client services, practice administration and day-to-day practice coordination
.
You will be responsible for managing the client journey from initial enquiry through to ongoing appointments, while supporting our psychologists and ensuring the practice operates efficiently and professionally.
Your responsibilities will include:
Providing a warm, professional and highly responsive experience for clients
Managing phone and email enquiries
Responding to new client enquiries and coordinating appropriate bookings
Managing appointments, cancellations, rescheduling and waitlists
Coordinating new client intake and ensuring all required documentation is completed
Managing client communications and follow-ups
Processing payments, invoices and administrative claims
Maintaining accurate and up-to-date client records




Supporting psychologists with day-to-day administrative requirements
Monitoring diaries and identifying potential scheduling issues
Following up outstanding forms, payments and administrative matters
Managing referrals and associated administration
Proactively filling cancellations where possible
Maintaining an organised and efficient administrative workflow
Identifying opportunities to improve systems and processes
Ensuring the practice is prepared for each day and that outstanding tasks are followed through
General practice administration and coordination as required
You will ideally have:
Several years
experience in medical, allied health, psychology or a similar professional practice environment
.
Strong understanding of confidential client information and professional boundaries
Excellent written and verbal communication skills
Exceptional attention to detail
Strong organisational and time-management skills
The ability to manage multiple competing priorities without becoming overwhelmed
A calm, warm and professional manner with clients
Excellent judgement and problem-solving skills




Confidence working independently and taking initiative
A strong understanding of the importance of client experience
Experience with practice management software —
Zanda experience is highly desirable
Confidence with invoicing, payments and general practice administration
A genuine interest in improving systems rather than simply completing tasks
What we offer
A professional, supportive and genuinely caring practice environment
A close-knit team where your contribution is valued
A role with genuine ownership and autonomy
The opportunity to help shape and improve the way the practice operates
A diverse position combining client interaction with meaningful administrative responsibility
A respectful workplace that values professionalism, initiative and high standards
Part‐time hours with a roster designed around the needs of the practice
The opportunity for the role to grow alongside the practice
Our busiest clinic hours are generally in the afternoon, so the successful applicant will need to be comfortable working during our key client‐facing hours, with additional administration scheduled around these periods.
Why this role?
If you are an experienced practice administrator who loves creating order, providing exceptional client service, solving problems and being the person everyone knows they can rely on —
we would love to hear from you
.
Only applicants who demonstrate relevant experience and a high level of professionalism will be considered.
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📌 Practice Administrator / Client Services Coordinator (New South Wales)
🏢 Kids InSight Psychology
📍 New South Wales