Job Description

Administration Assistant for Private Psychology Practice

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At Positive Mind Hub, we are a growing private psychology practice dedicated to supporting children, adolescents, adults, and families to achieve meaningful and lasting change.

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With clinics located in Williams Landing and Keilor East, our team is passionate about providing high-quality, evidence-based psychological services in a warm, supportive, and collaborative environment.

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As our practice continues to grow, we are looking for an experienced receptionist / administrative assistant for our Keilor East Practice. We are looking for someone who enjoys taking ownership, thrives in a fast-paced environment, and loves creating efficient systems that support both our clients and clinicians.

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This is an exciting opportunity for someone who wants to become an integral part of a growing business and play a key role in shaping how our practice operates.

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Keilor East | Part-Time / Casual

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About Us

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At Positive Mind Hub, we are a growing private psychology practice dedicated to supporting children, adolescents, adults, and families to achieve meaningful and lasting change.

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With clinics located in Williams Landing and Keilor East, our team is passionate about providing high-quality, evidence-based psychological services in a warm, supportive, and collaborative environment.

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As our practice continues to grow, we are looking for an experienced receptionist / administrative assistant for our Keilor East Practice. We are looking for someone who enjoys taking ownership, thrives in a fast-paced environment, and loves creating efficient systems that support both our clients and clinicians.

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This is an exciting opportunity for someone who wants to become an integral part of a growing business and play a key role in shaping how our practice operates.

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About the Role

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This is much more than an admin role.

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You will be responsible for ensuring the smooth day-to-day operation of both clinics while supporting our psychologists to work efficiently and deliver exceptional client care.

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You will act as the central point of coordination between clinicians, clients, schools, referrers, and external providers, while proactively managing schedules, workflows, and administrative processes.

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This role requires someone who can think ahead, identify problems before they occur, and confidently implement solutions.

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Key Responsibilities

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What you'll be doing

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- Providing administrative support, including answering phone calls, scheduling appointments, and managing client records
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- Assisting with the preparation of invoices and other documents
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- Maintaining and updating the practice's electronic filing systems
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- Coordinating with healthcare providers and other external stakeholders as required
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- Ensuring a welcoming and professional environment for our clients
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- Performing other general administrative duties as needed to support the practice
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- Managing and assisting a team of psychologist and other admin staff members
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What we're looking for

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- Proven experience in an administrative or customer service role, preferably within the healthcare or allied health industry
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- Excellent communication and interpersonal skills, with the ability to interact with clients, healthcare providers, and colleagues in a professional and empathetic manner
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- Strong organizational and time management skills, with the ability to multitask and prioritize effectively
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- Proficient in using various computer applications, including Microsoft Office suite and practice management software, Halaxy
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- Attention to detail and a commitment to maintaining accurate and up-to-date records
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- A friendly, patient, and discreet demeanour,



with a genuine interest in supporting the well‐being of our clients
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Essential Requirements

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- Previous experience in a medical reception, allied health administration or practice management role
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- Experience managing clinician calendars and appointment scheduling
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- Excellent written and verbal communication skills
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- Strong organisational and time management skills
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- High level of computer literacy
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- Experience using practice management software (Halaxy experience highly regarded)
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- Ability to prioritise multiple tasks simultaneously
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- Current National Police Check (or willingness to obtain)
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- Current Working with Children Check (or willingness to obtain)
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Highly Desirable

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Applicants with qualifications in one of the following will be highly regarded:

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- Diploma of Practice Management
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- Diploma of Leadership and Management
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- Diploma of Business Administration
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- Certificate in Medical Practice Assisting
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- Certificate in Health Administration
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- Previous experience in psychology or allied health private practice
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- Experience with Medicare, NDIS and private health billing
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- Experience managing multiple clinicians
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What We Offer

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- Supportive and collaborative team culture
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- Work across two up-to-date clinic locations
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- Opportunity to help shape the future of a rapidly growing practice
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- Ongoing professional development
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- Quarterly team events
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- A workplace where your ideas are genuinely valued
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- The opportunity to make a meaningful impact on both clients and clinicians
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Why Join Positive Mind Hub?

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At Positive Mind Hub, we believe our administration team is just as important as our clinicians.

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Our admin team are often the first people clients speak to, and they play a vital role in creating a warm, supportive and professional experience from the very first phone call.

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If you're someone who enjoys taking ownership, solving problems, supporting people, and helping a growing business thrive, we'd love to hear from you.

📌 Administration Assistant for Private Psychology Practice (Victoria)
🏢 QML ALLIED HEALTH
📍 Victoria