Job Description

Receptionist/ Administration Assistant - Psychology Clinic

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At DS Psychology Group, our vision is simple yet powerful — to Foster Hope and Passion for Life! Since 2013, we've grown into a large, values-driven psychology practice built on care, community, and genuine connection. We believe in creating an environment where every team member feels supported, valued, and part of something meaningful.

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We're currently seeking a warm, proactive, and enthusiastic Receptionist/Administration Assistant to join our vibrant team. This role is perfect for someone who loves engaging with people, takes pride in delivering exceptional customer service, and is passionate about making a positive difference in the lives of others.

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This position is a customer service facing reception role within the counselling and assessment service. This position would suit someone who is local and available for a minimum of 16-24 hours a week. The successful candidate will be required to work a minimum of one afternoon/evening shift a week (Mon - Thurs- reception closes at 7pm) and the occasional Saturday (4 hour shift). There are opportunities for additional hours to cover leave. Being able to work on Mondays is essential.

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Qualifications & experience

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Excellent interpersonal skills including the ability to relate well to clients, referrers and other team members

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Excellent organisational skills to enable efficiency in the administrative role and previous experience with Halaxy desirable.

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Strong enthusiasm and ability to thrive in a busy customer service role that will continue to evolve with developing business needs

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Ability to work in a team focussed environment and jump in to help others

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Ability to multitasking across a range of areas, manage interruptions and complete tasks in timely manner

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Strong ethical standards in relation to the business, the role and confidential client information

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At DS Psychology Group,



our vision is simple yet powerful — to Foster Hope and Passion for Life! Since 2013, we've grown into a large, values-driven psychology practice built on care, community, and genuine connection. We believe in creating an environment where every team member feels supported, valued, and part of something meaningful.

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We're currently seeking a warm, proactive, and enthusiastic Receptionist/Administration Assistant to join our vibrant team. This role is perfect for someone who loves engaging with people, takes pride in delivering exceptional customer service, and is passionate about making a positive difference in the lives of others.

n

This position is a customer service facing reception role within the counselling and assessment service. This position would suit someone who is local and available for a minimum of 16-24 hours a week. The successful candidate will be required to work a minimum of one afternoon/evening shift a week (Mon - Thurs- reception closes at 7pm) and the occasional Saturday (4 hour shift). There are opportunities for additional hours to cover leave. Being able to work on Mondays is essential.

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Qualifications & experience

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- Excellent interpersonal skills including the ability to relate well to clients, referrers and other team members
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- Excellent organisational skills to enable efficiency in the administrative role and previous experience with Halaxy desirable.
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- Strong enthusiasm and ability to thrive in a busy customer service role that will continue to evolve with developing business needs
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- Ability to work in a team focussed setting and jump in to help others
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- Ability to multitasking across a range of areas, manage interruptions and complete tasks in timely manner
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- Previous administration or reception experience desirable
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- Strong ethical standards in relation to the business, the role and confidential client information
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Key Tasks & Responsibilities

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As a valued member of our reception and client care team, you'll play an essential role in creating a positive experience for every client who connects with DS Psychology Group. Your day-to-day responsibilities will include:

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- Delivering outstanding customer service — warmly welcoming and supporting clients both in person and over the phone, ensuring every interaction reflects care and professionalism.
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- Managing new client intakes — guiding clients through the new client intake process by collecting details, discussing service expectations, and matching them with the most suitable practitioner.
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- Accurate data management — entering client information into our practice management system (Halaxy), uploading referral letters and approval documents, and maintaining up-to-date and confidential records.
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- Processing client payments — ensuring smooth and accurate financial transactions for counselling and assessment services.
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- Supporting clinician schedules — managing the Halaxy calendar, rebooking clients, monitoring reminder messages, contacting waiting lists, following up cancellations, and adjusting appointments as needed.
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- Communicating effectively — with the team through Slack and helping streamline administrative processes.
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- Maintaining clinic standards — keeping the reception and waiting areas tidy, professional, and welcoming for clients and staff.
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- Adhering to policies and procedures — showing attunement and consistency in following clinic administration guidelines and protocols.
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📌 Receptionist/ Administration Assistant - Psychology Clinic (Williamstown)
🏢 Ds Psychology Group
📍 Williamstown