Administration Assistant for Private Psychology Practice
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.
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.
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 productive systems that support both our clients and clinicians.
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.
Keilor East | Part-Time / Casual
About Us
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.
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.
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.
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.
About the Role
This is much more than an admin role.




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.
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.
This role requires someone who can think ahead, identify problems before they occur, and confidently implement solutions.
Key Responsibilities
What you'll be doing
Providing administrative support, including answering phone calls, scheduling appointments, and managing client records
Assisting with the preparation of invoices and other documents
Maintaining and updating the practice's electronic filing systems
Coordinating with healthcare providers and other external stakeholders as required
Ensuring a welcoming and professional environment for our clients
Performing other general administrative duties as needed to support the practice
Managing and assisting a team of psychologist and other admin staff members
What we're looking for
Proven experience in an administrative or customer service role, preferably within the healthcare or allied health industry
Excellent communication and interpersonal skills, with the ability to interact with clients, healthcare providers, and colleagues in a professional and empathetic manner
Strong organizational and time management skills, with the ability to multitask and prioritize effectively
Proficient in using various computer applications, including Microsoft Office suite and practice management software, Halaxy
Attention to detail and a commitment to maintaining accurate and up-to-date records
A friendly, patient, and discreet demeanour,



with a genuine interest in supporting the well‐being of our clients
Essential Requirements
Previous experience in a medical reception, allied health administration or practice management role
Experience managing clinician calendars and appointment scheduling
Excellent written and verbal communication skills
Strong organisational and time management skills
High level of computer literacy
Experience using practice management software (Halaxy experience highly regarded)
Ability to prioritise multiple tasks simultaneously
Current National Police Check (or willingness to obtain)
Current Working with Children Check (or willingness to obtain)
Highly Desirable
Applicants with qualifications in one of the following will be highly regarded:
Diploma of Practice Management
Diploma of Leadership and Management
Diploma of Business Administration
Certificate in Medical Practice Assisting
Certificate in Health Administration
Previous experience in psychology or allied health private practice
Experience with Medicare, NDIS and private health billing
Experience managing multiple clinicians
What We Offer
Supportive and collaborative team culture
Work across two modern clinic locations
Opportunity to help shape the future of a rapidly growing practice
Ongoing professional development
Quarterly team events
A workplace where your ideas are genuinely valued
The opportunity to make a meaningful impact on both clients and clinicians
Why Join Positive Mind Hub?
At Positive Mind Hub, we believe our administration team is just as important as our clinicians.
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.
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.
#J-*****-Ljbffr

📌 Administration Assistant For Private Psychology Practice (Melbourne)
🏢 QML ALLIED HEALTH
📍 Melbourne