Administration & Client Services Officer

2 weeks ago

Brisbane, Queensland, Australia HappyBrain Full time $60,000 - $80,000 per year

About Happy Brain

Happy Brain is a thriving and supportive psychology practice committed to delivering high-quality care to our clients while fostering a warm, professional, and welcoming environment. Our team works with Medicare, NDIS, and privately paying clients, and we take pride in making every client interaction positive and stress-free.

We're looking for an organised, friendly, and proactive Administration & Client Services Officer to join our team. You'll be the first point of contact for our clients—booking appointments, managing cancellations, answering calls, responding to emails, and keeping our front desk running smoothly.

Your Key Responsibilities

Client Service & Reception

  • Welcome clients warmly and ensure they feel comfortable from the moment they arrive.
  • Answer phone calls and emails promptly and professionally.
  • Respond to client inquiries and book appointments for practitioners.

Appointment & Records Management

  • Book appointments for new and returning clients.
  • Manage cancellations, rescheduling, and waitlists.
  • Ensure all client information and referrals are complete and up to date.
  • Maintain communication with referrers and allied health partners.

Billing & Administration

  • Process payments via Medicare, NDIS, private health, and EFTPOS.
  • Understand and navigate Medicare claiming processes.

Systems & Technology

  • Use allied health practice management software (experience with Power Diary, Halaxy, Cliniko, or similar is highly regarded).
  • Confidently manage emails, scanning, and Microsoft Office applications.

Clinic Presentation & Team Support

  • Keep the reception area tidy and welcoming.
  • Assist with general administrative tasks to ensure smooth daily operations.
  • Collaborate closely with our practitioners and support team.

About You

We're looking for someone who:

  • Has previous experience in medical, psychology, or allied health administration (preferred but not essential if you're quick to learn).
  • Is highly organised, reliable, and able to multitask in a busy environment.
  • Communicates clearly and professionally, both verbally and in writing.
  • Understands working with Medicare, NDIS, and private clients.
  • Is confident with technology and learning new systems quickly.
  • Can work independently while being a collaborative team player.
  • Brings a warm, friendly energy to the workplace—someone who can stay calm under pressure and still share a laugh with the team.

What We Offer
  • A supportive, friendly, and professional team environment.
  • Opportunities to develop your skills and grow in the role.
  • Flexible work arrangements (full-time or part-time for the right person).
  • The chance to make a real difference in the lives of our clients.

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