Practice Manager - Private Psychology Practice

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 chance 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.

📌 Practice Manager (Australia)
🏢 Dynamic Psychotherapy
📍 Australia