Administrative Assistant (Psychology Practice) - Immediate …, Essendon

Join a high-performing, values-driven psychology practice committed to building stronger and safer communities through the delivery of psychological services that educate, inform, and inspire personal growth. About Cathartic Consulting Cathartic Consulting is a boutique psychology practice based in Essendon, delivering clinical, forensic, and organisational services across both private and public sectors. Our team of experienced psychologists is united by a commitment to integrity, clinical excellence, and meaningful community impact. We work with individuals, families, organisations, and government stakeholders to support improved mental health, wellbeing, and community safety outcomes. Led by Directors and Principal Psychologists, Dr Janelle Armstrong and Dr Suzanne Vidler, the practice combines deep clinical expertise with a strong focus on quality, collaboration, and professional standards. Our beautifully renovated clinic has been designed to support both clients and staff, featuring:
- Six therapy rooms
- A dedicated group room
- A large co-working space
- Fully equipped kitchen and staff area
- On-site staff parking About the Role We are seeking a highly organised, proactive, and emotionally intelligent Administrative Assistant to join our team on a permanent part-time basis (3-4 days per week), with the potential for additional hours as the practice grows. This is a key frontline and operational role within the practice. You will work closely with the Directors, and clinicians to ensure the smooth, efficient, and professional day-to-day running of the service. As the first point of contact for many clients and stakeholders, you will play a critical role in shaping the client experience and maintaining the high standards of the practice. This role requires a high level of accuracy, responsiveness, and accountability, and the ability to manage competing priorities in a fast-paced clinical environment. Core Responsibilities
- Manage referrals and central communications, including triaging phone and email enquiries, coordinating referral intake and report requests, and ensuring timely, accurate, and professional communication across all client and stakeholder interactions
- Oversee the client intake process, ensuring a seamless, professional, and client-centred experience from initial enquiry through to appointment booking
- Coordinate appointments and manage clinician calendars across multiple practitioners, ensuring efficiency and appropriate allocation of bookings
- Use the practice management system (Halaxy) to support scheduling, manage clinician availability, and maintain accurate fee setup and updates within the system
- Provide administrative support to Directors and clinicians
- Assist with billing, invoicing, and basic financial administration, including debtor management where required
- Liaise with external stakeholders, including referrers, third parties, and service providers
- Undertake general housekeeping duties, including maintaining the reception and waiting area, consultation rooms, and shared/common areas to a consistently high standard Additional Responsibilities
- Support the development and maintenance of policies, procedures, and administrative systems
- Contribute to practice improvement initiatives and workflow optimisation
- Assist with practice projects, training, and occasional events About You You are a highly organised, reliable, and proactive administrative professional who thrives in a structured, fast-paced environment and takes pride in delivering high-quality work. You are comfortable working behind the scenes in a central coordination role, managing competing demands and ensuring that communication, scheduling, and administrative processes run smoothly and efficiently. You bring
- At least 1–2 years’ experience in an administrative or coordination role (experience in healthcare or allied health is highly regarded)
- Strong organisational and time management skills, with the ability to prioritise effectively, triage competing requests, and manage multiple workflows simultaneously
- Excellent communication skills and the ability to respond to enquiries in a clear, professional, and timely manner across phone and email
- A professional, calm, and composed demeanour, with the ability to engage sensitively with clients who may be distressed, anxious, or vulnerable
- High attention to detail and a commitment to accuracy, particularly in scheduling, communication, and administrative processes
- The ability to work independently, take ownership of tasks, and follow through to completion without close supervision
- A proactive, solutions-focused mindset, with the confidence to identify issues, prioritise appropriately, and take initiative where required
- Strong technical skills, including Microsoft Office (Word, Excel, Outlook)
- Experience with practice management systems (e.g., Halaxy) and/or financial systems (e.g., Xero) is desirable, or the ability to learn new systems quickly Requirements
- Current Police Check
- Working with Children Check
- Driver’s Licence and reliable transport
- Australian citizenship or permanent residency Why Join Cathartic Consulting?
- Be part of a supportive, collaborative, and high-performing team
- Work in a well-established and growing psychology practice
- Contribute to meaningful work that supports individuals and community wellbeing
- Enjoy a versatile part-time role with potential for growth
- Work in a beautiful, purpose-designed clinical environment
- Benefit from strong leadership, structured support, and professional development opportunities
- Competitive remuneration commensurate with experience and responsibility Important Considerations This role may not suit candidates seeking a purely task-based or low-responsibility administrative position. It requires initiative, adaptability, and confidence working in a client-facing mental health environment, including engaging with individuals who may be distressed or vulnerable. How to Apply If this role aligns with your skills, experience, and values, we would welcome your application. Please submit your resume and a brief cover letter outlining your suitability. Applications will be reviewed as they are received, and interviews may commence prior to the closing date. Only shortlisted candidates will be contacted. Apply on Kit Job: kitjobau.com/job/3ptx2o