Administrative Coordinator (Williamstown)

We’re looking for an experienced Administrative Assistant to support the day-to-day running of our psychology clinic. This role suits someone with a few years of admin experience, ideally within allied health or another client-focused environment. We’re looking for someone organised, calm under pressure, and comfortable working closely with both clients and clinicians. Key Responsibilities Communication
- Manage the main admin inbox and keep it organized and up to date
- Answer phone calls in a clear and professional manner
- Contact new and existing clients when required Appointment Management
- Book and manage client appointments
- Check upcoming and existing bookings for accuracy
- Ensure intake and consent forms are completed before first sessions
- Update calendars when clients attend Client and Intake Support
- Conduct new client intake calls
- Manage therapist requests and client rescheduling
- Keep client details, notes, and payment information accurate and up to date Payments and Billing
- Check that client payments have been processed correctly
- Take payments in person when required
- Assist with invoicing and billing, including third-party funding Office and Systems
- Keep the waiting room tidy and welcoming
- Open and close the clinic as required
- Maintain stock levels in shared spaces
- Update internal documents and handbooks when processes change About You
- 2+ years’ experience in an administrative role
- Experience in healthcare, allied health, or a similar setting is strongly preferred
- Highly organized and able to manage multiple tasks at once
- Explicit and confident communicator, both written and verbal
- Comfortable using practice management software (such as Halaxy) and cloud-based office systems
- Discreet and trustworthy with sensitive information
- Calm, practical, and solution-focused This is an on-site role within a clinical setting. You’ll be working closely with clients, psychologists, and the wider admin team, so professionalism, warmth, and strong communication skills are important. #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3rgpst