Northern Centre for Child Development | Thornbury, Melbourne
Part-time | Monday–Wednesday | 8:45am–5:15pm
About the role
Northern Centre for Child Development is looking for an organised, capable and warmClient Services & Administration Coordinatorto join our team on Mondays, Tuesdays and Wednesdays.
This is much more than a traditional reception role.
You'll be an important part of the day-to-day running of our busy psychology practice – communicating with families, coordinating appointments, managing administrative processes, processing payments and Medicare claims, maintaining accurate client records and helping ensure our clinicians' calendars run efficiently.
It's a varied role where priorities can change throughout the day, so we're looking for someone who enjoysproblem-solving, takes initiative and can confidently work out what needs to happen next.
What you'll be doing
Your responsibilities will include:
Managing client enquiries by phone and email, providing a warm and professional first point of contact
Booking appointments and coordinating psychologists' calendars
Managing cancellations and working proactively to fill available appointments
Setting up new clients on the CMS, entering information accurately and emailing relevant forms and correspondence
Processing payments, Medicare claims and invoices
Following up outstanding accounts and administrative requirements
Managing referrals and liaising with clients, clinicians, referrers and external providers
Maintaining accurate client records and completing regular file checks
Monitoring emails, electronic faxes, messages and administrative tasks throughout the day
Helping ensure the reception and waiting areas are welcoming, organised and running smoothly
Providing general administrative and business support to the management team as required.




The position involves handling confidential client information and requires a high level of accuracy, professionalism and discretion.
About you
We're looking for someone who ishighly organised, confident with technology and genuinely enjoys administration.
You'll be someone who:
Has excellent written and verbal communication skills
Is a fast and accurate typist
Has strong attention to detail, particularly with data entry and written communication
Can confidently manage competing priorities and interruptions
Is comfortable learning and using multiple online systems (Asana, Google Workspace, Zanda)
Takes initiative rather than waiting to be told what to do next
Enjoys problem-solving and finding practical solutions
Communicates warmly and professionally with clients while maintaining appropriate boundaries
Can remain calm and organised when things get busy
Takes ownership of their work and follows tasks through to completion
Understands that excellent client service and the operational needs of the practice are both key.
Previous experience in apsychology, allied health, medical or similar professional environmentwould be highly regarded, as would familiarity with Medicare and/or NDIS processes, but this isn't essential for the right person.
About us
Northern Centre for Child Development is an established psychology practice in Thornbury supporting children, adolescents and their families.
We are a friendly and professional team and place a strong emphasis on providing families with a positive experience from their very first contact with the practice.
Our administration team plays an important role in making that happen.
The details
Location:Thornbury, VIC
Days:Monday, Tuesday and Wednesday
Hours:8:45am–5:15pm
Employment:Permanent part-time
A currentWorking with Children Check and satisfactory criminal history checkwill be required.
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📌 Client Services & Administration Coordinator (Melbourne)
🏢 Northern Centre for Child Development
📍 Melbourne