About the role

We believe human connection, curiosity, and kindness can transform how people experience mental health care. We are seeking a warm, grounded, and organised Operations Officer - Front of House to join our vibrant Collingwood practice.

The Operations Officer - Front of House provides high-quality administrative and client-facing support within The Mind Room. Working in the Front of House team, this role ensures that client interactions, daily administrative tasks, and venue operations are executed efficiently and professionally. This position supports clients, clinicians and team members by ensuring smooth appointment scheduling, maintaining accurate records, and delivering exceptional customer service.

This part-time role (approx. 15 hours per week) is the heart of our client experience. You will be the friendly face and compassionate voice of our clinic, creating a welcoming environment while keeping our day-to-day operations running seamlessly. Your schedule will include two Saturdays per month, alongside a mid-week early start (7:45 am) or late finish (8:15 pm), reporting directly to our Operations Manager (FOH).

Key responsibilities

- Welcome clients onsite and online, ensuring a positive and professional first point of contact.
- Manage client registrations, privacy, and consent forms and process referral documentation accurately.
- Coordinate clinic diaries by scheduling, rescheduling, and cancelling appointments promptly.
- Communicate appointment details and updates to clients, clinicians, and referrers, maintaining transparent and professional correspondence.
- Safeguard client confidentiality and privacy at all times.
- Complete daily administrative tasks efficiently and accurately,



such as managing emails, phone calls, and record updates.
- Maintain consistent and compliant records using Halaxy, Google Suite, and other practice management tools.
- Process payments, apply rebates, verify fee codes, and issue invoices.
- Assist clinicians with diary management, including filling appointment gaps and communicating schedule changes.
- Ensure the front-of-house area remains clean, organised, and welcoming for clients and staff.

About you

- 4+ years of proven ability to manage client-facing responsibilities professionally, empathetically, and efficiently, particularly in high-pressure or busy environments.
- 2+ years of experience in Private Practice in the mental health and wellbeing industry or similar allied health setting.
- Knowledge of mental health issues, systems and industry, including Medicare, private health, public health services, and ethical and legal issues.
- Skilled in managing administrative workflows with attention to detail and accuracy.
- Proficient in using practice management software (e.g., Halaxy) and office tools (e.g., GSuite, Slack).
- Strong verbal and written communication skills, with the ability to engage effectively with clients, team members, and clinicians.
- Highly organised, able to prioritise multiple tasks and meet deadlines under limited supervision.
- Demonstrates high integrity and discretion, managing sensitive or confidential information ethically.

About us The Mind Room is a mental health, wellbeing, and performance psychology practice based in Collingwood, Victoria and established in 2012. We offer therapy and coaching to individuals and couples who come to The Mind Room for mental health and wellbeing support.

📌 Operations Officer - Front of House (Collingwood)
🏢 The Mind Room
📍 Collingwood