Client Services

13 hours ago

Shellharbour New South Wales, Australia The Shellharbour Clinic Full time

At The Shellharbour Clinic, we believe every client's journey in psychology begins and ends with care, compassion, and connection. We're looking for a warm, proactive and professional Client Services & Intake Coordinator to be the welcoming face (and voice) of our practice, supporting people as they take the often-brave step of seeking help for their mental health.

Why this role matters

This isn't just an admin job. You'll be at the heart of the client experience — the first point of contact when someone reaches out, and the trusted guide who helps them feel supported and understood along their journey. You'll also support our clinical team by managing bookings, handling sensitive information with care, and ensuring smooth communication across the practice.

Beyond client care, this role plays a vital part in the daily rhythm of the practice — supporting the wider team and practice owner to ensure operations run smoothly and sustainably. You'll help keep our systems, people, and processes aligned, so our clinicians can focus on what they do best: providing high-quality care.

What you'll be doing

  • Acting as the first point of contact for new and existing clients — with warmth, compassion, and professionalism.
  • Guiding clients through the intake process, helping them understand referral pathways, waitlists, and session scheduling.
  • Managing appointments, billing, and accounts with accuracy and attention to detail.
  • Proactively identifying risks or barriers to attendance (e.g., scheduling, billing, engagement) and problem-solving with clients.
  • Supporting client retention by checking in, following up, and ensuring people feel cared for at every step.
  • Collaborating with psychologists and the wider team to ensure the best possible client experience.
  • Providing broader administrative support to the clinic and practice owner as required, contributing to projects and day-to-day operations that keep the practice running smoothly.

About you

You are the kind of person who brings both heart and organisation to your work. You'll thrive in this role if you are:

  • Warm, charismatic, and able to make people feel at ease — even when they're anxious or distressed.
  • Brings emotional maturity, perspective, and self-awareness to interactions with clients and the team.
  • Comfortable listening to sensitive or clinical information with professionalism and compassion.
  • A clear communicator who can balance empathy with efficiency.
  • Experienced in client service, administration, or health-related reception (psychology/medical/dental/NDIS experience highly regarded, but not essential).
  • Organised and proactive, able to work independently with minimal supervision.
  • Someone who takes initiative and enjoys being part of a collaborative, supportive team.

What we offer

  • A supportive, values-driven team who genuinely care about each other and the people we serve.
  • Ongoing training and opportunities to grow in your role.
  • A meaningful position where you'll see the impact of your work every day.
  • Permanent part-time 3 to 4 days per week.

If you're someone who loves people, finds purpose in supporting others, and has the organisational skills to keep things running smoothly, we'd love to hear from you.

Apply by sending your CV and a short cover letter outlining why you're applying for the position and why you'd love to be part of the team.

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