Administrative Assistant – Psychology Practice

Administrative Assistant – Psychology Practice

MindTree Psychology | Mermaid Beach Permanent part-time | 25–30 hours per week

 $32–$34 per hour + superannuation, depending on experience

About MindTree Psychology

MindTree Psychology is a boutique psychology practice located in Mermaid Beach, providing evidence-based psychological services to individuals, couples, families and organisations.

We are looking for a warm, organised and capable Administrative Assistant to join our team and help support the day-to-day administration of the practice.

This is a part-time role of approximately 25–30 hours per week, with some flexibility around the specific days and hours for the right person.

About the role

Working alongside our Practice Director and clinical team, you will provide administrative and reception support to help ensure the practice operates smoothly and our clients receive a welcoming, professional experience.

The role will include a range of responsibilities such as:

• Welcoming clients and providing friendly, professional reception support
• Answering telephone and email enquiries and assisting clients with bookings
• Managing appointments and clinician calendars through Cliniko
• Processing payments, Medicare and health fund rebates and other billing administration
• Manage incoming and outgoing mail, ensuring timely distribution and dispatch.
• Maintaining accurate and confidential client records
• Assisting with client correspondence, referrals and administrative follow-up
• Supporting clinicians with day-to-day administrative tasks
• Monitoring and responding to enquiries and assisting with new client intake
• General office administration, including filing, data entry and maintaining practice systems
• Assisting with the smooth day-to-day running of the practice
• Providing general administrative support to the Practice Director and wider team as required

Confident communicating with clients, clinicians, and external stakeholders, including providing clear and concise information.

Comfortable learning and working across different software and practice systems, with a methodical approach to system adoption.

We are looking for someone who is:

• Warm, approachable and professional
• Highly organised and able to manage competing priorities
• Previous experience in a psychology, medical, allied health, or other professional services environment is highly regarded, particularly experience with practice management software, Medicare, private health insurance, or client administration.
• Confident communicating with clients, clinicians and external stakeholders
• Attentive to detail and committed to maintaining confidentiality
• Comfortable learning and working across different software and practice systems
• Calm and professional when dealing with sensitive or sometimes challenging situations
• A genuine team player who takes pride in contributing to a positive workplace

Previous experience in a psychology, medical, allied health or other professional services environment would be highly regarded, particularly experience with practice management software, Medicare, private health insurance or client administration.

Experience with Cliniko, HICAPS or Medicare/PRODA would be advantageous, but is not essential as training will be provided.

What we offer

• Permanent part-time employment of approximately 25–30 hours per week
• A supportive and professional team environment
• A beautiful boutique practice in Mermaid Beach
• Variety in the role rather than a purely reception-based position
• The opportunity to work alongside an experienced team of psychologists
• Training and support to become familiar with our systems and processes
• $32–$34 per hour + superannuation, depending on experience

If you are an organised, personable administrator who enjoys working with people and would like to be part of a warm and professional psychology practice, we would love to hear from you.

To apply: Please submit your resume and a brief cover letter outlining your experience and availability.