Casual Administration Assistant

**Casual Administration Assistant - Psychology Clinic**

Do you have **Halaxy experience** and strong customer service skills?

Northwest Psychological Services (NWPS) is seeking a motivated and capable **Administration Assistant** to join our warm, supportive, and cohesive team. This casual role (approx. 4-6 hrs/week, flexible) is ideal for someone who thrives in a fast-paced, client-focused environment while maintaining strong attention to detail.

**About Us**

Established in 1999, Northwest Psychological Services is a respected private psychology clinic in Melbourne’s western region. Our team of 11 practitioners provides high-quality services across both clinic-based and telehealth settings, supporting clients from a wide range of cultural backgrounds under multiple funding streams, including Medicare, WorkCover, TAC, NDIS, Veterans Affairs, and Financial Assistance schemes.

**About the Role**

This position has a strong focus on new client intake and billing/accounts management. We are seeking someone who is not only accurate and detail-oriented, but also confident and proactive in following up accounts across multiple funding bodies.

Key responsibilities include:

- **New client intake and appointment bookings** - welcoming new clients, managing intake enquiries, and setting them up accurately in Halaxy.
- **Billing, accounts receivable and payable** - including Medicare processing, WorkCover, TAC, NDIS, Financial Assistance Scheme, and other funding streams.
- **Proactively managing outstanding accounts** - following up confidently, professionally, and assertively to ensure timely payment.
- Providing front desk reception support during periods of staff leave and peak workload.
- Delivering exemplary customer service, engaging warmly and professionally with clients from diverse backgrounds.
- Meeting **administrative KPIs** while maintaining accuracy and efficiency.

**Essential Requirements**
- **Halaxy software experience** (minimum 1 year experience).
- Strong knowledge of Medicare processes, including the Better Access Scheme.
- Demonstrated experience in **billing/accounts payable and receivable** across multiple funding bodies.
- **Confidence and professionalism in chasing accounts and managing overdue payments.**:

- Excellent customer service and interpersonal skills, with confidence engaging a wide range of clients.
- Ability to work both independently and collaboratively in a supportive team environment.
- Working With Children’s Check, Police Check, and Driver’s Licence.

**Preferred Skills & Experience**
- Prior administration experience in an allied health or psychology clinic.
- Strong multitasking, organisational, and time management skills.
- A proactive, detail-oriented approach with the ability to prioritise and meet deadlines.

**Why Join Us?**
- Be part of a warm, cohesive, and supportive team where your contribution is valued.
- Flexible hours that fit around your lifestyle.
- Join an established clinic with a reputation for excellence and strong community partnerships.
- A role where your customer service, intake, and billing expertise will directly support better client outcomes.

**How to Apply**
**Principal Clinical Psychologist - Kylie Clarke**
Northwest Psychological Services

**Job Type**: Casual

Pay: $34.74 per hour

Expected hours: 4 - 6 per week

**Benefits**:

- Extended annual leave
- Unlimited annual leave
- Work from home

**Experience**:

- HALAXY software: 1 year (required)
- Medical administration: 1 year (preferred)

Work Location: Hybrid remote in Kurunjang VIC 3337