Practice Manager - Private Psychology Practice

Minded Psychology is a warm and well-established private psychology practice in Beaumaris. We provide integrative, person-centred and collaborative support for a wide range of psychological presentations, with a strong focus on delivering thoughtful, high-quality care to all our clients.

Over the years, we have built a robust reputation across Bayside for both the quality of care we provide and the experience we create for our clients. This is something we are incredibly proud of and is made possible by our highly engaged administration team, along with the systems and processes we have carefully developed over time. Together, these help support continuity of care, strong client engagement and positive therapeutic outcomes.

At Minded Psychology, we have worked hard to create a practice that feels supportive, collaborative and genuinely caring for both our clients and our team. We believe that people do their best work when they feel valued, supported and connected, and we have intentionally built a culture that reflects this.

Located just moments from the beach in beautiful Beaumaris, our purpose-built practice offers a calm and welcoming environment filled with natural light and a relaxed coastal feel. From the sunshine and sea breeze to the quiet, thoughtfully designed spaces throughout the practice, we believe these small details contribute to wellbeing and help create a workplace that people genuinely enjoy being part of.

About the Role

We are looking for an experienced Practice Manager to oversee the day-to-day operations of the practice, including our administrative, people and operational functions.

This is an important role in the business. You will work closely with practitioners, administration staff and Directors to make sure the practice runs smoothly and that we continue to provide the high standard of client care and service we are known for.

This role would suit someone who is highly organised, reliable and calm under pressure. You will need to be confident in managing competing priorities, keeping track of a lot of information and supporting people through busy or complex situations. Just as importantly, you will need to enjoy building strong, personalised relationships and creating a positive experience for clients, practitioners, team members and external referrers.

Our new Practice Manager will be stepping into a business with strong foundations already in place. We have invested a lot of time and care into developing clear systems,



refined processes and practical policies that support both excellent client care and a well-functioning workplace.

At the same time, we are still growing and improving so we need someone who will respect and build on what is already working well, while also bringing fresh ideas, identifying opportunities for improvement and helping us continue to strengthen how the practice operates.

You will receive a comprehensive handover and training period with our current Practice Manager. This will give you time to properly learn our systems, processes and ways of working before stepping fully into the role. Our goal is for you to feel confident, supported and set up for success from day one.

This role offers the opportunity to:

Work closely with the Directors in a collaborative leadership role where your ideas and input are valued.

Lead and support an experienced and engaged administration team.

Build meaningful relationships with practitioners and referrers, becoming a trusted and valued point of contact within the Practice and wider professional community.

Improve systems, processes and service delivery in practical and meaningful ways.

Help ensure every client feels welcomed, supported and genuinely cared for throughout their journey with the Practice.

Key Responsibilities

As Practice Manager, you will play a key role in the day-to-day running of the practice, working closely with practitioners, clients, administration staff and Directors to ensure everything operates smoothly and efficiently.

Your responsibilities will include, but are not limited to:

Leading, supporting and developing our administration team, including rostering, training, day-to-day coordination and performance support.

Acting as a key point of contact for practitioners, providing operational and administrative support, assisting with scheduling matters and helping practitioners navigate practice policies and processes.

Building strong working relationships with practitioners, clients, referrers and external stakeholders to support a positive and professional experience across all areas of the Practice.

Managing complex client enquiries, complaints and escalations with empathy, professionalism and sound judgement.

Overseeing practitioner schedules, client waitlists,



room allocations and other operational processes to support continuity of care and the efficient running of the practice.

Monitoring key practice metrics and preparing reports to assist with business planning and operational decision-making.

Managing client invoicing, outstanding accounts and other financial administration processes.

Maintaining and continually improving practice systems, policies, procedures and administrative workflows.

Coordinating communication, networking and community engagement activities, including client communications, referrer relationships and marketing initiatives.

Supporting compliance with practice policies, privacy requirements, Medicare requirements and other relevant professional and regulatory obligations.

Coordinating practice events, professional development activities and team initiatives that contribute to a connected, engaged and positive workplace culture.

Managing relationships with external service suppliers and contractors, including IT providers, maintenance contractors and other service partners.

Identifying opportunities to improve systems, processes and the overall experience of both clients and team members, and taking initiative to help bring those improvements to life.

A detailed position description is available on request.

About You

We are looking for someone who is warm, organised, proactive and good with people. This role needs someone who can build trust and strong relationships, while also being confident managing the practical, operational parts of the practice and having difficult conversations when needed.

Ideally, you will bring:

Experience in practice management, operations, administration leadership or a similar coordination role.

Experience in healthcare, allied health or professional services, which would be highly regarded.

Strong organisational skills and the ability to manage competing priorities.

Excellent communication and nuanced relational skills.

Confidence leading, supporting and developing a small team.

Strong attention to detail and a structured, reliable approach to your work.

Good problem-solving skills, with the ability to identify what needs improving and take practical steps to make things better.

An understanding of Medicare, AHPRA or healthcare compliance requirements, which would be desirable.

$90,000 – $110,000 inclusive superannuation, dependent on experience.

Additional Information

If you would like more information about Minded Psychology, please refer to our website or Instagram Account @_mindedpsychology

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📌 Practice Manager - Private Psychology Practice (Melbourne)
🏢 Minded Psychology
📍 Melbourne