Administration Assistant for Private Psychology PracticeAt 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.Keilor East | Part-Time / CasualAbout UsAt 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 RoleThis 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 ResponsibilitiesWhat you'll be doingProviding administrative support, including answering phone calls, scheduling appointments, and managing client recordsAssisting with the preparation of invoices and other documentsMaintaining and updating the practice's electronic filing systemsCoordinating with healthcare providers and other external stakeholders as requiredEnsuring a welcoming and professional environment for our clientsPerforming other general administrative duties as needed to support the practiceManaging and assisting a team of psychologist and other admin staff membersWhat we're looking forProven experience in an administrative or customer service role, preferably within the healthcare or allied health industryExcellent communication and interpersonal skills, with the ability to interact with clients, healthcare providers, and colleagues in a professional and empathetic mannerStrong organizational and time management skills, with the ability to multitask and prioritize effectivelyProficient in using various computer applications, including Microsoft Office suite and practice management software, HalaxyAttention to detail and a commitment to maintaining accurate and up-to-date recordsA friendly, patient, and discreet demeanour, with a genuine interest in supporting the well‐being of our clientsEssential RequirementsPrevious experience in a medical reception,



allied health administration or practice management roleExperience managing clinician calendars and appointment schedulingExcellent written and verbal communication skillsStrong organisational and time management skillsHigh level of computer literacyExperience using practice management software (Halaxy experience highly regarded)Ability to prioritise multiple tasks simultaneouslyCurrent National Police Check (or willingness to obtain)Current Working with Children Check (or willingness to obtain)Highly DesirableApplicants with qualifications in one of the following will be highly regarded:Diploma of Practice ManagementDiploma of Leadership and ManagementDiploma of Business AdministrationCertificate in Medical Practice AssistingCertificate in Health AdministrationPrevious experience in psychology or allied health private practiceExperience with Medicare, NDIS and private health billingExperience managing multiple cliniciansWhat We OfferSupportive and collaborative team cultureWork across two modern clinic locationsOpportunity to help shape the future of a rapidly growing practiceOngoing qualified developmentQuarterly team eventsA workplace where your ideas are genuinely valuedThe opportunity to make a meaningful impact on both clients and cliniciansWhy 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.
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📌 Administration Assistant For Private Psychology Practice (Melbourne)
🏢 QML ALLIED HEALTH
📍 Melbourne