Are you an experienced administrator who thrives on organisation, problem-solving and keeping a busy practice running smoothly?

We are seeking a highly organised, proactive and people-focused Senior Administrative Assistant and/or Assistant Practice Manager to join our growing psychology and NDIS practice. This is an exciting opportunity for people who enjoy working in a professional healthcare environment and wants to take ownership of the day-to-day operations of a growing practice.

Depending on your experience, the role may be structured as a Senior Administrative Assistant, with the opportunity to progress into a Practice Manager position.

About Us

Our Values

We are a neuro-affirming, client-centered practice committed to providing evidence-based, compassionate and individualised care to children, adolescents, parents, families, couples and adults. Our services span psychological assessment, psychological therapy and behaviour support, with a diverse client population and a broad range of clinical presentations.

We value collaboration, compassion, respect and clinical excellence, and strive to create an environment where clients feel understood, supported and empowered.

Our Services

PsychService is a leading provider of psychological assessment and therapy. Brain Buddy, our newly NDIS registered company, currently provides positive behaviour support, psychology and early childhood early intervention supports for NDIS participants.

Psychservice is a group based clinical and generalist psychology practice. Our clinicians work with a broad range of presentations, including but not limited to:

- Eating disorders and disordered eating
- Functional gut disorders and the psychological impacts of chronic health conditions
- Anxiety and depression
- Personality disorders
- Trauma and complex trauma, PTSD
- Grief and loss
- Neurodiversity, including autism, SLD and ADHD
- Emotional and behavioural difficulties
- Adjustment and life transitions
- Psychosis
- Addiction
- Sleep Disorders

Locations

Our main clinic is based in Kew with our clinicians operating across clinics and schools in the Casey Cardinia and Boroondara Shire (Kew, Dandenong, Camberwell, Hampton Park).

Our Dandenong clinics forms part of a broader multidisciplinary specialist team, working alongside doctors, paediatricians, nurses, dentists, physiotherapists and a dietitian to provide coordinated care for clients with complex and diverse needs.

While our clinicians operate across clinics and schools in the Casey Cardinia and Boroondara Shire (Kew, Dandenong, Camberwell, Hampton Park), this role is based in the Kew clinic. It may be necessary to visit other sites as needed.

About the Role

As a growing practice,



we are looking for team members who share our commitment to high-quality client care, professionalism and continuous improvement and who enjoy being part of a dynamic and collaborative healthcare environment.

Responsibilities

Working closely with the Director, practice manager and clinical team, you will play a key role in ensuring the practice operates efficiently, professionally and provides an excellent experience for clients, families, referrers and clinicians. This role is for 2 - 3 days a week.

Your responsibilities may include:

- Managing day-to-day administration and practice operations
- Coordinating clinician diaries, appointments and room utilisation
- Managing client enquiries via phone, email and other communication channels
- Processing referrals, intake enquiries and new client registrations
- Managing NDIS administration, including service agreements, service plans, bookings and client documentation
- Liaising with NDIS participants, support coordinators, plan managers, families and external providers
- Supporting Medicare, private and other referral pathways
- Maintaining accurate and confidential client records
- Invoicing, payments, receipting and basic financial administration
- Following up outstanding accounts and documentation
- Supporting clinicians with administrative requirements
- Assisting with recruitment, onboarding and staff administration
- Coordinating meetings, training and professional development
- Maintaining practice policies, procedures and administrative systems
- Supporting compliance and preparation for NDIS and other relevant audits
- Identifying opportunities to improve systems, efficiency and client experience
- Assisting with practice growth, marketing and stakeholder communications
- General administrative and operational support as required

About You

We are looking for someone who is:

- Mature, professional and emotionally intelligent, with sound judgement and a calm, considered approach
- Has excellent listening and speaking skills and able to work in a rapid-paced environment.
- Highly organised with exceptional attention to detail
- Confident managing competing priorities in a busy environment
- Professional, approachable and an excellent communicator
- Proactive and able to identify problems and find practical solutions
- Comfortable working independently while also supporting a clinical team and the director.




- Confident using practice management and administration software (Halaxy)
- Experienced with Microsoft Office/Google Workspace and digital systems
- Adaptable and confident embracing new technologies, with the ability and willingness to learn new and emerging systems and digital tools
- Reliable, accountable and willing to take ownership of their responsibilities
- Appreciation and understanding of core principles of psychology (confidentiality consent, professional boundaries, respect and dignity, person-centred care, professional integrity, etc).

Previous Experience

Experience in one or more of the following is essential:

- Psychology, NDIS or allied health administration
- Medical or healthcare reception
- Client intake and referral management

Experience in one or more of the following will be highly regarded:

- Practice management
- Mental health services
- Staff coordination and rostering
- Medicare/private health billing
- Compliance and audit preparation
- Governance around mental health and disability
- AHPRA regulations
- Some basic experience with Xero and Halaxy would be highly desirable.

Why Join Us?

You will be joining a growing, supportive and values-driven psychology and NDIS practice where administration is recognised as an essential part of delivering high-quality client care.

We offer:

- Competitive remuneration
- A friendly and supportive team environment
- A professional and welcoming workplace
- The opportunity to take ownership of your role
- Variety and autonomy in your day-to-day work
- Opportunities for professional growth and career progression
- The opportunity to develop into a Practice Manager role
- Close collaboration with experienced clinicians and practice leadership
- The opportunity to contribute to the growth and development of the practice

The Ideal Candidate

The ideal candidate will be someone who doesn't simply wait to be told what needs to be done. You will naturally look ahead, notice what needs attention, improve systems where possible and take pride in ensuring the practice runs efficiently. You will be comfortable wearing multiple hats and balancing client service, administration, staff support, compliance and practice operations.

Commitment

We are looking for someone seeking a long-term opportunity who can offer consistent and reliable availability. We value continuity and are looking for someone who is keen to become a trusted and ongoing part of the team.

If you are currently working as a Senior Medical Receptionist, Allied Health Administrator, Practice Coordinator, Practice Manager or Senior Administrator and are looking for your next opportunity, we would love to hear from you.

Pay: From $32.00 per hour

Expected hours: 20.0 – 25.0 per week

Work Location: In person

📌 Senior Administrative Assistant / Assistant Practice Manager (Kew)
🏢 Dr Tania Pietrzak Psychological Services
📍 Kew