Administrative Assistant

About Us

Mindkit Psychology is a neurodivergent-led clinic offering therapy and comprehensive assessments, including ADHD, Autism, learning disorders, acquired brain injuries, neurological, and psychiatric conditions. We blend clinical expertise with lived experience to provide care that is both effective and deeply human. Our therapy combines coaching and psychotherapy, offering practical strategies for everyday challenges alongside deeper emotional support. We tailor every service to the individual using a neuroaffirming, person-centered approach, with sensory and cognitive accommodations available. Services are offered in-person and via Telehealth to ensure accessibility and flexibility.

We are looking for an energetic and detail-oriented Administrative Assistant to provide critical support to our Practice Manager and the wider professional team.

The Role Summary

The Administrative Assistant will be the backbone of our daily clinical flow operations, primarily responsible for client scheduling, referral management, and handling general administrative tasks. This role requires excellent time management, impeccable attention to detail, and a commitment to maintaining confidentiality and professionalism. This role requires a commitment of 20-25 hours per week.

Key Responsibilities

• Scheduling & Calendar Management: Managing client scheduling and complex calendar management across multiple practitioner platforms.
• Referral Management: Maintaining and organizing digital records, specifically managing client referrals and all associated documentation, including adding referring provider information and full referral details into Halaxy.

Client Flow Coordination:

• Managing and sending initial questionnaires for client assessments and new clients.
• Ensuring client feedback links have been sent and corroborative interviews have been scheduled. Any delays or issues in this process must be forwarded to the Practice Manager.
• Double-checking Saturday and after-hour slots to ensure the correct appointment type and duration was booked.
• Following up with clients after 15-minute consults.
• Communication: Handle professional email correspondence for basic administrative enquiries only. All enquiries related to finance or client feedback must be immediately forwarded to the Practice Manager.
• General Support: Assist the Practice Manager with expense report preparation and ensuring remote office supplies (where applicable) are managed.

Qualifications & Skills

• High school diploma or equivalent. A Bachelor's degree is highly desirable.
• Minimum 2-3 years of proven experience in an administrative support role, preferably in a remote setting.
• Expert proficiency in Google Workspace (Docs, Sheets, Slides) or Microsoft Office Suite (Word, Excel, PowerPoint).
• Outstanding organizational and multitasking abilities with a strong focus on detail.
• Excellent written and verbal communication skills.
• Prior experience and familiarity with the Halaxy practice management software is a strong advantage.

Special Note on Location & Priority:

Australian Priority: While these are fully remote positions, preference will be given to candidates who are currently based in Australia due to time zone alignment with our core operations and regulatory compliance considerations.

Global Consideration:We are committed to building a diverse global team and will absolutely consider exceptional candidates from all other international locations who can demonstrate a capacity to effectively align their working hours with the required time zones and operational needs of the team.

Job Type: Part-time

Pay: $25.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Work from home

Education:

• Bachelor Degree (Preferred)

Work Location: Remote