Administration Officer

Looking for an administration role where the way you work with people matters?

The person who answers the phone or welcomes someone at reception often shapes their first experience of a psychology practice. Many people contact us when they are feeling uncertain, overwhelmed or simply unsure about what happens next. A calm, warm and well-organised response can make a genuine difference.

Hunter Valley Psychology & Wellbeing was created with a simple belief: high-quality client care and a supportive workplace go hand in hand. As our practice continues to grow, we're looking forward to welcoming an Administration Officer who can initially work with us on a casual, day-by-day basis.

What the role looks like

This is a practical, varied and important role within the practice. You will often be the first point of contact for clients and referrers, while also helping our psychologists and Practice Manager keep the day-to-day administration running smoothly.

The position is non-clinical and psychology qualifications are not required. What matters most is that you can communicate warmly and professionally, manage details accurately and use good judgement about when something needs to be passed on to a clinician.

Your responsibilities will include

• welcoming clients and managing telephone, email and reception enquiries.

• booking and changing appointments and maintaining accurate clinician diaries.

• receiving referrals, consent forms and other documentation, and maintaining accurate, confidential client records in Cliniko.

• processing payments, invoices and Medicare or private health claims.

• supporting clinicians with general administration and managing psychological assessment materials.

• monitoring practice consumables, arranging general office supplies and completing light day-to-day cleaning to help keep the practice tidy and welcoming.

Who we're hoping to meet

We're looking for someone who is naturally warm and helpful, but who also enjoys systems, routines and getting the details right. You will need to be comfortable working independently during busy periods while remaining closely connected with the rest of the team.

We're hoping to meet someone who is comfortable beginning with casual day shifts and, if it suits both of us, would welcome the opportunity to grow with the practice over time.

• Experience in medical, allied health, psychology or another confidential client-facing administration role is strongly preferred.

• Clear, calm and professional communication, including when a client is anxious or upset.

• Strong organisation and attention to detail, particularly when handling appointments, payments and records.

• Confidence using practice management, payment and general office systems. Experience with Cliniko or Tyro Health would be helpful, but is not essential.

• A sound understanding of privacy and professional boundaries, together with a willingness to take responsibility for routine tasks and ask when uncertain.

What we offer

• Casual day shifts offered as needed, usually from 8:30 am to 5:30 pm with a 30-minute unpaid meal break.

• $35 per hour, plus casual loading, plus 12% superannuation.

• A calm, purpose-built practice environment in Maitland, with training and support from the Practice Manager and clinical team.

• A genuine pathway to permanent part-time employment as the practice grows, with the option to remain casual or move to part-time or full-time by mutual agreement. For the right person, the role may later develop into a Practice Manager position, with responsibilities, classification and remuneration reviewed.

We'd love to hear from you

If this sounds like the sort of role you've been looking for, please send your CV and a short cover letter telling us about your relevant experience and why the position appeals to you.