Carlton, Melbourne VIC | Permanent Part-Time

Monday to Friday | 7.30 am – 12.30 pm | 25 hours per week or 9.30am to 2.30pm

Remuneration: Competitive, market-aligned remuneration commensurate with qualifications, skills and experience, plus superannuation.

An opportunity to take a genuine leadership role in an established private psychology practice

We are an established private psychology practice located in Carlton, Melbourne, seeking an experienced, capable and personable Practice Manager to join our team.

This is a genuine practice leadership position, offering the opportunity to take responsibility for the day-to-day operational management of the practice and contribute meaningfully to its ongoing development.

Working closely with the Practice Director, you will be the central point of coordination between psychologists, other therapists and reception staff. You will provide leadership, guidance and practical support to the administrative team while ensuring that the practice operates efficiently, professionally and with a consistently high standard of client care.

We are not simply seeking an experienced administrator or senior receptionist. We are looking for someone who can take ownership of practice operations, exercise sound independent judgement, anticipate and resolve problems, lead staff effectively and identify opportunities for improvement.

The successful applicant will combine strong organisational and management skills with warmth, emotional intelligence, discretion and an appreciation of the particular sensitivities involved in psychological healthcare.

Key Responsibilities

Practice Leadership and Operational Management

- Take responsibility for the smooth, efficient and professional day-to-day operation of the practice.

- Work collaboratively with the Practice Director to implement operational priorities and practice improvements.

- Exercise initiative and independent judgement in managing daily operational matters within agreed areas of responsibility.

- Develop, review and improve administrative systems, policies and procedures.

- Anticipate operational difficulties, identify solutions and take appropriate action.

- Oversee appointment scheduling, waiting lists, clinician availability and consulting room utilisation.

- Ensure the effective coordination of reception, administrative and clinical support services.

- Manage office resources, equipment, maintenance and external service providers.

Staff Leadership and Supervision

- Provide day-to-day leadership, supervision and support to reception and administrative staff.

- Coordinate staff rosters, leave arrangements, workloads and task allocation.

- Assist with recruitment, induction, training and performance management.

- Establish clear expectations regarding professionalism, confidentiality, accountability and client service.

- Provide constructive feedback, guidance and support to administrative staff.

- Promote effective communication and cooperation between the Practice Director, clinicians and administrative team.

- Foster a positive, respectful and collaborative workplace culture.

Client Services and Professional Communication

- Ensure clients receive consistently welcoming, respectful and professional service.

- Oversee client enquiries, referrals, appointments and waiting-list procedures.





- Support staff in managing sensitive, distressed or challenging client interactions.

- Respond appropriately to administrative complaints and concerns, escalating clinical matters to the relevant clinician or Practice Director.

- Maintain effective communication with clients, referring practitioners, insurers and other external stakeholders.

- Promote a client-centred, culturally sensitive and confidential practice environment.

Financial and Clinical Administration

- Oversee billing, invoicing, receipting, payment processing and outstanding accounts.

- Coordinate Medicare, private health insurance and third-party billing, including WorkSafe Victoria, TAC and NDIS where applicable.

- Maintain accurate administrative and financial records.

- Coordinate referrals, correspondence, reports and administrative deadlines.

- Support clinicians with the administrative requirements of third-party funding arrangements.

- Ensure psychologists and other therapists have the administrative resources and practical support required to deliver high-quality clinical services.

Practice Systems, Compliance and Improvement

- Oversee the effective operation and administration of Halaxy practice management software.

- Support staff in the effective use of practice management and administrative systems.

- Maintain secure and confidential handling of client and practice information.

- Support compliance with privacy, confidentiality, workplace health and safety and relevant regulatory requirements.

- Coordinate administrative aspects of incident reporting, information security and risk management.

- Identify and implement improvements to administrative efficiency, communication, client experience and practice operations.

About You

We are seeking a person with demonstrated management capability, maturity, initiative and excellent interpersonal skills.

You will be comfortable taking responsibility, making decisions within your authority, guiding others and working collaboratively with experienced health professionals.

Essential Personal and Professional Attributes

Leadership and initiative

You demonstrate confidence, sound judgement and the ability to take responsibility for practice operations, guide staff and resolve problems without requiring constant direction.

Outstanding organisational skills

You can manage competing priorities, coordinate multiple activities and maintain effective systems while attending to important details.

Emotional intelligence and interpersonal sensitivity

You communicate warmly and respectfully, demonstrate empathy and discretion, and remain calm and professional when dealing with distressed or vulnerable clients.

Sound judgement and problem-solving

You can identify emerging difficulties, assess priorities, develop practical solutions and recognise when matters require consultation or escalation.

Professional integrity and confidentiality

You demonstrate reliability, discretion,



accountability and a strong commitment to ethical conduct and appropriate professional boundaries.

Effective communication and teamwork

You can build constructive working relationships with the Practice Director, psychologists, other therapists and administrative staff, contributing to a positive and cooperative workplace.

Adaptability and resilience

You remain composed under pressure, respond constructively to unexpected situations and can manage changing priorities effectively.

Experience and Qualifications

Essential

- Demonstrated experience in practice management within healthcare, allied health or a comparable professional services environment.

- Experience supervising, coordinating and supporting administrative staff.

- Strong organisational, administrative and operational management skills.

- Experience with appointment scheduling, client management and billing systems.

- Familiarity with Medicare, private health insurance and relevant third-party billing arrangements.

- Sound understanding of confidentiality, privacy and professional standards in healthcare.

- Strong computer literacy and confidence using practice management software.

Highly Regarded

- Previous experience managing a private psychology or mental health practice.

- Experience using Halaxy.

- Qualifications in practice management, health administration, business administration or a related field.

- Relevant training in privacy, confidentiality and workplace health and safety.

- Experience developing and improving practice procedures and administrative systems.

What We Offer

- A genuine practice leadership role with meaningful operational responsibility.

- The prospect to work closely with the Practice Director and contribute to practice development.

- A permanent part-time position with consistent weekday morning hours.

- A professional environment working alongside experienced psychologists and other therapists.

- The opportunity to lead and support an administrative team.

- A role in which your initiative, judgement and organisational skills will be valued.

- Competitive, market-aligned remuneration reflecting the leadership responsibilities of the role and the successful applicant’s experience and qualifications.

Position Details

Location: Carlton, Melbourne VIC

Employment: Permanent part-time

Hours: Monday to Friday, 7.30 am to 12.30 pm (25 hours per week)

Remuneration: Competitive, market-aligned remuneration commensurate with qualifications, skills and experience, plus superannuation.

Commencement: To be negotiated

How to Apply

Please submit your CV and a cover letter outlining your relevant experience and suitability for the role.

In your cover letter, we would particularly welcome examples of:

- Your experience leading and supervising administrative staff.

- Your ability to take responsibility for the operational management of a healthcare or professional services practice.

- An example of an initiative or improvement you have introduced to enhance practice efficiency, teamwork or client service.

We are particularly interested in applicants who demonstrate leadership, initiative, emotional intelligence, sound judgement and a genuine commitment to supporting the delivery of high-quality psychological services.

📌 Practice Manager - Private Psychology Practice (Carlton)
🏢 Dynamic Psychotherapy
📍 Carlton