Front Desk & Administration Assistant – Casual

West Leederville & Joondalup | Approximately 4 daytime shifts per week

About Excelsis Group

Excelsis Group provides practice management, administrative support and consulting rooms to independent psychologists and allied health practitioners across our West Leederville and Joondalup locations.

We are looking for a reliable, warm and organised Front Desk & Administration Assistant to provide day-to-day reception support across our clinics.

About the Role

This is a straightforward but important front-desk role.

You will be the welcoming face of the clinic during your shift, greeting clients, answering telephone calls, taking payments, passing on messages and completing basic administrative tasks.

Our practitioners operate their own independent practices. Your role is to provide administrative support and follow the instructions and established processes provided by practitioners and management.

You will not be expected to make clinical decisions, determine fees, resolve billing matters, decide how client matters should be managed or make decisions on behalf of practitioners.

If something requires a practitioner's decision, your job is simply to take an accurate message, document it clearly and pass it on to the appropriate person.

You need to be comfortable working independently at the front desk while also understanding when something needs to be referred to a practitioner or manager.

What You'll Do

- Open and/or close the clinic using established procedures

- Welcome clients and visitors

- Answer incoming telephone calls

- Take clear and accurate messages and pass them to the appropriate practitioner

- Process client payments according to existing instructions

- Book or change appointments where clear instructions have been provided

- Monitor the reception email inbox and direct enquiries appropriately

- Complete straightforward administrative tasks in Zanda

- Scan, fax and send documents when requested





- Complete basic administrative tasks requested by the Clinical Director or management

- Keep reception and shared client areas tidy and presentable

- Follow established clinic procedures and check when unsure

What We're Looking For

You don't need to run a medical practice. You do need to be someone we can rely on to confidently look after the front desk.

You will ideally be

- Warm, friendly and professional with clients

- Reliable and punctual

- Comfortable working independently

- Organised and attentive to detail

- Able to follow instructions and established procedures

- Confident answering telephone calls and dealing with the public

- Comfortable processing payments and using computer systems

- Able to write transparent, accurate messages and emails

- Sensible about professional boundaries and confidentiality

- Comfortable saying, “I’ll pass that on to your practitioner and ask them to get back to you” when a matter is outside the reception role

- Calm when several things are happening at once

Previous reception or administration experience would be helpful, particularly in healthcare or allied health, but we are primarily looking for someone who is reliable, capable and willing to learn our systems.

Experience with Zanda, Medicare or allied health administration would be an advantage but is not essential.

Hours

This is a casual position, currently expected to be approximately four daytime shifts per week.

Typical shifts will generally fall between 7:30 am and 2:30 pm or 1:30 pm and 7:00 pm, with hours varying according to clinic requirements. There may occasionally be additional hours for training, meetings or staff coverage.

There may be an opportunity for permanent part-time employment as the practice continues to grow.

To Apply

Please send your CV and a short cover letter to *****@excelsispsychology.com.

In your cover letter, please tell us a little about your previous reception or administration experience, your availability, and why you think you would be a good fit for a busy allied health front desk.

📌 Receptionist / Front Desk Staff (West Leederville)
🏢 Excelsis Psychology
📍 West Leederville