Job Description
Northern Centre for Child Development | Thornbury, Melbourne
Part-time | Monday–Wednesday | 8:45am–5:15pm
About the role n
Northern Centre for Child Development is looking for an organised, capable and warm
Client Services & Administration Coordinator
to join our team on Mondays, Tuesdays and Wednesdays.
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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.
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It's a varied role where priorities can change throughout the day, so we're looking for someone who enjoys
problem-solving, takes initiative and can confidently work out what needs to happen next
.
What you'll be doing n
Your responsibilities will include:
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Managing client enquiries by phone and email, providing a warm and professional first point of contact
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Booking appointments and coordinating psychologists' calendars
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Managing cancellations and working proactively to fill available appointments
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Setting up new clients on the CMS, entering information accurately and emailing relevant forms and correspondence
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Processing payments, Medicare claims and invoices
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Following up outstanding accounts and administrative requirements
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Managing referrals and liaising with clients, clinicians, referrers and external providers
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Maintaining accurate client records and completing regular file checks
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Monitoring emails, electronic faxes, messages and administrative tasks throughout the day
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Helping ensure the reception and waiting areas are welcoming, organised and running smoothly
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Providing general administrative and business support to the management team as required.
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The position involves handling confidential client information and requires a high level of accuracy, professionalism and discretion.
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About you n
We're looking for someone who is
highly organised, confident with technology and genuinely enjoys administration
.
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You'll be someone who:
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Has excellent written and verbal communication skills
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Is a fast and accurate typist
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Has strong attention to detail, particularly with data entry and written communication
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Can confidently manage competing priorities and interruptions
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Is comfortable learning and using multiple online systems (Asana, Google Workspace, Zanda)
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Takes initiative rather than waiting to be told what to do next
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Enjoys problem-solving and finding practical solutions
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Communicates warmly and professionally with clients while maintaining appropriate boundaries
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Can remain calm and organised when things get busy
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Takes ownership of their work and follows tasks through to completion
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Understands that excellent client service and the operational needs of the practice are both important.
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Previous experience in a
psychology, allied health, medical or similar professional environment
would be highly regarded, as would familiarity with Medicare and/or NDIS processes, but this isn't essential for the right person.
About us n
Northern Centre for Child Development is an established psychology practice in Thornbury supporting children, adolescents and their families.
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We are a friendly and skilled 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 n
Location:
Thornbury, VIC
Days:
Monday, Tuesday and Wednesday
Hours:
8:45am–5:15pm
Employment:
Permanent part-time
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A current
Working with Children Check and satisfactory criminal history check
will be required.
#J-*****-Ljbffr

📌 Client Services & Administration Coordinator (Melbourne)
🏢 Northern Centre for Child Development
📍 Melbourne