Psychology Intake and Client Services Manager

About Wise

At Wise, we're passionate about helping people navigate life's challenges and find growth. Over the last two decades, we've built a practice centred on delivering exceptional mental health care to clients of all ages, underpinned by evidence-based approaches and a strong sense of community.

Our mission is simple: understanding people, empowering growth. This is for our staff, clients and broader community.

The Opportunity

Are you ready to take the next step in your career?

We're looking for a warm, proactive team member to join our Crows Nest practice in a permanent part-time role (minimum 30 hours per week, Monday to Friday), with the opportunity to grow into a full-time position in 2026 as our team expands.

This is a five-day role with flexibility to start later or finish earlier on some days to align with your personal preferences and clinic needs. It's ideal for someone with a strong interest in healthcare management and a background in medical reception, psychology, mental health social work, or nursing.

If you've worked in medical or psychology reception roles and are looking for more ownership of operations, systems, and service delivery, this could be your next move.

We're seeking someone who's ready to start immediately or by early November at the latest.

In this role, you'll bring a positive, capable mindset to every interaction with our clinicians and clients. You'll have the chance to grow professionally in a supportive, collaborative environment that values initiative, innovation, and ongoing development.

At Wise Institute, we're passionate about understanding people and empowering growth, both for our clients and our team. You'll work closely with our Director to help shape the way our clinic operates and evolves as we continue to grow.

What You'll Do

• Coordinate and manage psychologist caseloads, ensuring a balanced clinical load to reduce burnout.
• Review new client presentations submitted online or via phone, mapping their needs to the most appropriate clinician based on expertise and availability.
• Facilitate the setup of initial appointments and provide support leading up to the first session.
• Complete all reception tasks such as greeting clients, answering calls, scheduling appointments, and facilitating communication within the organisation.
• Collate, interpret, and report on data collected about client services to enhance our services and implement change.
• Build strong relationships with clinicians, fostering trust and open communication.
• Oversee and maintain the clinic facilities, ensuring a welcoming, professional environment for clients and clinicians alike.
• Support continuous improvement by bringing fresh ideas and a thoughtful approach to how we work.
• Support the Director through thoughtful initiative, practical problem-solving, and a "leave it with me" approach.

What Sets You Apart

1. Composed multitasking: A demonstrated ability to manage competing priorities while staying calm, organised, and solution focused.
2. High technology proficiency: Mastery of technology is essential in this role. If learning new systems feels overwhelming or you frequently seek help with technology, this role may not be right for you. Our systems are designed to streamline processes and enhance client relationships, so you'll need to pick up new tools quickly and confidently to focus on what truly matters—supporting our clients.
3. Efficiency and adaptability: The capacity to think critically and empathically, whether making quick decisions or implementing detailed procedures.
4. Exceptional interpersonal skills: you listen deeply, seek to understand, communicate with warmth and professionalism, and inspire confidence.
5. Empathic attunement: you have the ability to read unspoken cues, understand the needs of others and respond thoughtfully.
6. Uplifting team member: A genuine desire to make a difference, coupled with a sense of humour that brings lightness to a serious and impactful role.

** PLEASE include a COVER LETTER which addresses all of these criteria, 1 - 6, to be considered for the role.

Skills and Experience

• A completed degree in psychology, mental health social work, or nursing (mental health).
• Experience in client-focused roles, such as medical reception, Lifeline counselling or legal environments, where privacy and empathy are essential.
• Proficiency in technology, with experience using Zanda (formerly Power Diary) considered a strong advantage.

Why Join Us?

At Wise, we're committed to creating a workplace where everyone is empowered to grow. As part of our team, you'll enjoy:

• A warm, collaborative team culture with ongoing support.
• Full training in client relationship management and our practice management system.
• Obtain experience working alongside the Director and Clinical Psychologists within a well-respected and leading group psychology practice.
• Opportunities for personal and professional development including training in business operations and/or participating in clinical case reviews, DBT groups and DBT consult teams.
• The chance to innovate and shape how we serve our clients.

What Else You Need to Know

This role is based at our clinic in Crows Nest, with occasional work-from-home options available. On days when working remotely, you'll need access to a computer, reliable internet, and a private workspace.

Australian work rights are required at the time of application.

We're looking for someone ready to start immediately who is passionate about contributing to our mission of empowering growth and change.

Application Process

Please send your resume and cover letter, or if you're feeling brave, a brief "cover video" to Natasha Davis at Keep it brief, and let us know why this role interests you.