Administration Assistant / Receptionist - Allied Health Are you an admin gun who loves getting things done? Therapea Health is an established, independently owned multidisciplinary allied health practice in central Werribee, providing Psychology, Counselling, Occupational Therapy and Speech Pathology services.

We’ve worked hard to create a practice that feels

warm, personal and approachable rather than corporate , while maintaining high standards of professionalism and client care. Our team is friendly and collaborative, and we genuinely enjoy working together – but we’re also a busy practice where everyone is expected to contribute and take ownership of their responsibilities.

We’re looking for an

exceptionally capable Administration Assistant/Receptionist

to join our team for approximately 16–20 hours per week, with potential for the role and hours to grow over time.

This role is much more than answering phones and booking appointments. We need someone who is

switched‑on, proactive, organised and resourceful , with a genuine can‑do attitude, high emotional intelligence and the confidence to take ownership of their role.

You’ll receive appropriate training and support, but we're looking for someone who

learns quickly, thinks for themselves and becomes self‑sufficient

– someone comfortable using their initiative, making sound decisions and getting on with the job.

In other words, we're looking for an

admin gun

The role You’ll be one of the first points of contact for our clients, families and referrers, while playing an important role behind the scenes in keeping our practitioners' caseloads running efficiently.

Your responsibilities will include:





Answering incoming calls and providing warm, confident and professional assistance

Responding promptly to new referrals and enquiries

Following up prospective clients and helping them identify the right practitioner or service

Converting suitable enquiries into appointments through excellent customer service

Scheduling and coordinating appointments

Actively managing practitioner diaries and caseloads, including filling cancellations and identifying upcoming gaps

Actively managing client waitlists, including regular follow‑up, matching clients with suitable practitioners and offering appointments as capacity becomes available

Processing EFTPOS and HICAPS payments

Maintaining accurate client and administrative records

Ensuring enquiries and tasks are followed through to completion

The person we're looking for This role requires a particular combination of

emotional intelligence, maturity, good judgement and practical capability .

We’re looking for a seasoned administrator who is friendly, calm and confident dealing with people from all walks of life. You'll have a strong

can‑do mindset

– resourceful, solutions‑focused and comfortable using your initiative, while knowing when to ask the right questions and when to simply get on with the job.





Many people contacting our clinic may be anxious, overwhelmed or unsure where to start. You need to be a

genuinely good listener

– compassionate and able to make people feel heard – while understanding that your role is to identify what they need and help them take the next step.

You’ll know how to be

warm without losing professional boundaries . You can sensitively redirect a lengthy conversation, recognise when something should be escalated to a clinician and avoid inadvertently stepping into the role of counsellor.

You’ll ideally be:

An experienced and highly capable administrator

Mature in outlook, with excellent judgement and common sense

Intelligent, perceptive and a quick thinker

Proactive, resourceful and solution‑focused

A confident multi‑tasker who can juggle competing priorities

A fast learner who retains what they learn

Self‑directed and capable of working independently once trained

Responsible and accountable for seeing things through

Extremely organised, with

exceptional attention to detail

Compassionate and personable, with clear professional boundaries

An excellent verbal and written communicator

Commercially aware, with strong customer service skills and the confidence to turn genuine enquiries into bookings

Highly proficient in

Outlook, Teams, Word and Excel

Experience with

Cliniko

and/or previous experience in allied health, medical, dental or another appointment‑based qualified service would be highly regarded.

You'll be one of the faces of Therapea Health We’re

not a corporate organisation , and we don't want to feel li

📌 Administration Assistant (Melbourne)
🏢 Therapea
📍 Melbourne