Administrative Assistant

4 hours ago

Belmont, Victoria, Australia Mind and Seek Full time $60,000 - $80,000 per year

Our clinic in Belmont (Geelong) is currently seeking an Administration Assistant / Receptionist to join our buzzing child psychology service. The permanent part-time role is ideal for someone with experience working in allied health administration or a psychology student with desire to gain experience in the field. The administration role provides the rewarding opportunity to feel part of a team that offers much need support to the community. We are looking for someone to join our team onsite 3 days a week (9.30am-5.00pm) Monday to Wednesday.

Reporting to the clinic director and practice manager, your role will provide a high level of reception and administration services, whilst ensuring a professional, caring and friendly presence to our young clients, their families and our referrers.

Main responsibilities:

  • Driving the delivery of high-quality reception and administration services
  • Offering a high level of professional confidentiality and adhere strictly to processes for dealing with private and sensitive information
  • Providing excellent customer service and client care
  • Developing and maintaining strong working relationships with clients, psychologists, staff and management
  • Conducting intake assessments over the phone for new counselling and assessment (e.g., Autism, Educational Assessments) clients
  • Triaging clients in distress and referring on to crisis numbers or escalating to Director
  • Following up on all relevant filing, client referrals and reports
  • Taking payments / process payment invoices / process Medicare claims for clients
  • Faxing reports/letters to referrers and third parties
  • Facilitating and managing sending and returning psychological questionnaires for the team (e.g., for assessment or counselling purposes)
  • Other duties as required

About us:

With a team of seven psychologists (3 onsite at a time), we have been providing counselling and assessment services to families in the Geelong area for the last t years. We also have an established premise and head office in Aberfeldie (Melbourne). Our team at Mind & Seek are passionate about tailoring therapy to a child's developmental level. From pre-schoolers to teenagers, our psychologists present therapies to young people in imaginative and non-threatening ways to help create a safe place for self-expression.

Our psychologists also have a strong interest in helping children not only overcome personal challenges and adversity, but also in learning how to achieve their full potential. Our assessment services help families and schools better understand children's individual learning needs.

Selection criteria to be addressed in your cover letter include:

Essential:

  • Dedicated Reception / Customer service experience
  • High level of professionalism and attention to detail.
  • Ability to work in a self-motivated, independent manner in a supportive environment.
  • Ability to job share and communicate outstanding tasks to the next receptionist.
  • Excellent communication and interpersonal skills to relate to clients and psychologists.
  • Excellent computer / IT skills.
  • Ability to multitask and take ownership of projects and tasks.
  • Working with Children's Check.

Desirable:

  • Private practice, medical or mental health experience is highly desirable.
  • OR currently studying psychology (at undergraduate or postgraduate level).
  • Experience using practice management software, such as Power Diary highly regarded.
  • Knowledge of medicare, NDIS funding schemes.
  • A strong understanding of the profession and the role of a psychologist.
  • Previous experience working with children.
  • Any additional skills you may offer such as experience designing flyers, posting marketing materials on social media, book-keeping skills should be noted in your cover letter.

This is an excellent opportunity to join a motivated and expanding team. If you are the right person for the role, an above average wage can be negotiated commensurate with experience.

Applications for the role must be submitted to with a cover letter that specifically address our Selection Criteria and a resume stating your relevant reception/administration experience. **Applications without this letter will not be considered.

Applications close 6pm 28th November 2025.

The job vacancy is available for an immediate start. Successful applicants will be contacted on receipt of application.

*Please note that only short-listed applicants will be contacted.

Contact for role: Dr Chaille Breuer

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