Hybrid EA

Implementation & Therapy Support Officer

(Hybrid EA / Therapy Assistant / Stakeholder Liaison role)

• Location: Melbourne, VIC (Hybrid – In-person and remote)
• Employment Type: Part-time (20 hours/week initially, with potential to grow)
• Reports To: Director, QubePsych
• Remuneration: $40–$50 per hour (commensurate with experience and responsibilities; includes superannuation)

About QubePsych

QubePsych is a small, Melbourne-based psychology and consulting practice specialising in supporting adults with disability, acquired neurological conditions, and complex support needs, as well as people from LGBTQIA+ populations. Our work is grounded in relational, values-based practice and spans therapy, positive behaviour support, supervision, research, and professional development.

We integrate clinical expertise with systems thinking to improve support systems and psychosocial outcomes. As we grow, we are seeking a capable and values-aligned EA/Implementation & Therapy Support Officer to help coordinate, implement, and sustain our work.

About the Role

This hybrid role blends:

• Executive/Personal Assistance (EA/PA)
• Therapy Assistant and Clinical Implementation Support
• Stakeholder Coordination

Although administration is a big part of this role, this is not a traditional admin role. It requires initiative, discretion, emotional intelligence, and a knack for turning complexity into clarity. You'll work closely with the director to operationalise ideas, streamline workflows, maintain accountability, and enhance service delivery across QubePsych's clinical and research domains.

Note: Any client-facing work will be carried out under appropriate supervision and within clearly defined scope of practice.

Key Responsibilities
1. Clinical Implementation & Therapy Assistant Support

• Support with auditing and maintaining record keeping systems and practice management software
• Assist in developing client-specific protocols, resources, support programs, and handover documents under clinician guidance
• Track client deliverables (e.g., reports, letters, follow-ups) and coordinate execution across QubePsych clinicians and admin
• Liaise with support coordinators, therapists, and family members to ensure alignment in implementation of support plans
• Maintain tracking systems (e.g., spreadsheets, project boards) of what's been completed, what's due, and by whom

• Prompt and support the director (and other relevant stakeholders) to meet deadlines or provide materials for client-related deliverables

• Use tools and technology, including AI as appropriate,  to improve systems and resources

• Apply trauma-informed and person-centred communication approaches at all times

2. Executive and Operational Support

• Meet regularly with the Director to review caseload, deliverables, priorities, and bottlenecks
• Manage key client correspondence, reminders, and accountability workflows
• Meeting bookings, venue bookings and stakeholder liaison as required.
• Maintain and organise digital files and ensure alignment across Practice Management systems, Google Drive, SharePoint, and OneDrive.
• Track hours for billing to ensure all claimable time is invoiced and documented
• Coordinate with the virtual admin team to ensure consistent communication and quality assurance
• Prepare basic service agreements, invoice documentation, or referral summaries for clinician review and approval

3. Stakeholder Management and Liaison

• Be a point of contact for stakeholders on key implementation projects. This includes day-to-day (e.g., responding to phone calls and other enquiries) as well as in a broader coordination role.
• Coordinate project and operations meetings, prepare agendas, and track action items for follow-up
• Assist in shaping collaborations with GPs, other clinics, support providers, and NDIS stakeholders
• Ensure information is conveyed clearly and that project timelines and goals stay visible and active

4. Resource and Training Development

• Draft educational resources, implementation templates, and staff onboarding materials under clinician guidance
• Support delivery and preparation of training workshops (e.g., event logistics, slides, templates, certificates)
• Maintain and update internal knowledge systems, resource libraries, and clinician checklists
• Develop and disseminate marketing resources to referrers such as GPs, Support Coordinators and Psychiatrists
• Explore ways to automate or AI-augment content creation for greater efficiency and client impact

Key Selection Criteria
Essential

• Outstanding organisational, communication, and coordination skills
• High level of emotional intelligence, professional discretion, and relationship management
• Strong understanding of (or aptitude to learn) Medicare, disability, behaviour support, and mental health systems in Australia (especially NDIS)
• Experience in a hybrid EA/PA, project coordinator, support coordinator, therapy assistant, or clinical admin role (or similar)
• Excellent digital literacy: comfortable with cloud systems, document management, project/task tools, and AI tools (e.g., ChatGPT). This includes understanding privacy and data safety laws and principles.
• Ability to "manage up", track multiple deliverables, and gently hold others accountable
• Comfort working in ambiguity, shaping structure in real-time, and supporting a dynamic, creative lead
• Disability-rights focused, neuro-affirming, and LGBTQIA+ affirming.

Desirable

• Experience in the disability, mental health, neurorehabilitation, or behaviour support sector
• Experience supporting professionals with highly dynamic work portfolios
• Comfort using and improving digital workflows (e.g., Asana, , Google Sheets, SharePoint)

Suitable Backgrounds

This role may suit someone with a background in:

• Psychology, occupational therapy, speech pathology, social work or other allied health (degree completed or in progress)
• Allied health assistance or therapy assistance (cert III/IV)
• Disability, mental health, or NDIS support coordination
• Practice administration in health or research
• Other relevant professional backgrounds

Personal Qualities

• Curious, proactive, and willing to take initiative
• Highly reliable and emotionally grounded under pressure
• Able to both zoom out (see systems) and zoom in (execute details)
• Energised by supporting work that has social impact

Work Environment & Conditions

• Hybrid work model (remote work + in-person sessions or meetings in Melbourne)
• Flexible hours with some core availability during standard business hours
• Must have access to stable internet, and a secure working environment
• Travel within metropolitan Melbourne may be required for selected in-person sessions or meetings. Reimbursement will be provided in line with QubePsych policy
• Comprehensive onboarding and training will be provided to support you in understanding QubePsych's systems and approach

How to Apply

Please apply through with a CV and cover letter addressing the key selection criteria and describing why this role aligns with your experience and values.

Applications without a cover letter specifically written for this role will not be considered. Shortlisted candidates will be invited to complete a skills-based aptitude assessment.

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