Administrative Assistant

15 hours ago

Lismore Far North Coast, Australia Availence Collective Pty Ltd Full time $45,000 - $65,000 per year
About Us

At Ascending Psychology, we're more than just a psychology practice — we're a professional, people-first team that values precision, compassion, and a touch of good humour in our day-to-day. We offer individual therapy, group therapy, and psychological assessments, drawing on a wide range of evidence-based practices across the lifespan.

We pride ourselves on a high-quality client experience, streamlined operations, and a warm, welcoming environment. If you love organisation, enjoy connecting with people, and thrive in a role where flexibility and poise are essential, we'd love to hear from you.


The Role

We're looking for an Administrative Assistant who can keep our practice running like clockwork. This is a role for someone who can manage the moving parts — schedules, payments, emails, and client interactions — while staying calm, confident, and adaptable. You'll be the first point of contact for many of our clients and a key support for our clinicians.

We'll provide clear processes and systems — but we also value wise initiative, self-direction, and the ability to read a situation and respond with professionalism - both individually and as part of a team.

This part-time position requires availability to work a fixed schedule as determined by practice needs.


Key Responsibilities
Client Coordination & Scheduling
  • Manage bookings, reschedules, and cancellations in our practice management system (Splose).
  • Training will be provided on our Splose practice management system for successful candidates.
  • Communicate with clients about appointments, invoices, and general inquiries.
  • Keep client records accurate and secure, ensuring compliance with confidentiality standards.
Billing & Payments
  • Process payments, issue invoices, and monitor outstanding balances.
  • Reconcile daily transactions and follow up on overdue payments per practice policy.
  • Manage Medicare, private health insurance, and third-party payment processes.
Administrative & Office Support
  • Review and respond to emails twice daily to track payments, process reports, and liaise with clients and practitioners.
  • Prepare, store, and file reports and documents accurately.
  • Assist practitioners with referral processing and document organisation.
Practice Operations & Compliance
  • Follow policies and procedures to ensure smooth, compliant practice operations.
  • Assist with onboarding new staff and maintaining practitioner records.
  • Use structured workflows to track outstanding tasks, payments, and communications.

What We're Looking For

You'll succeed in this role if you:

  • Have previous admin experience (medical, psychology, or related field preferred).
  • Possess a minimum of 1 year of administrative experience in a professional setting.
  • Are highly organised, detail-focused, and skilled in prioritising tasks.
  • Have excellent communication skills (written and verbal).
  • Are comfortable with technology, including practice management software and Google Workspace
  • Can stay poised under pressure, keeping calm and solution-focused.
  • Bring flexibility — able to shift gears quickly without losing focus.
  • Handle sensitive information with discretion and professionalism.
  • Work well independently but thrive in a collaborative team.

Why Join Us?
  • A supportive, professional, and values-driven team environment.
  • Opportunities for professional development and progression.
  • A role where your initiative, adaptability, and personal style are valued.
  • Be part of a growing, respected psychology practice with a strong reputation in the community.

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