Practice Administrator / Client Services Coordinator

Join a Warm, Professional and Growing Psychology Practice

We are looking for an exceptionally organised, experienced and proactive Practice Administrator to join our psychology practice and become an integral part of the way we deliver an outstanding experience for our clients and clinicians.

 We are looking for someone who understands that excellent administration is what allows clinicians to focus on what they do best — providing high-quality psychological care.

You will be the calm, capable and highly organised person behind the scenes who keeps the practice running smoothly, ensures clients feel genuinely cared for, and takes ownership of the administrative details that make a great practice exceptional.

About the role

This is a hands-on role combining client services, practice administration and day-to-day practice coordination.

You will be responsible for managing the client journey from initial enquiry through to ongoing appointments, while supporting our psychologists and ensuring the practice operates efficiently and professionally.

Your responsibilities will include:

·       Providing a warm, professional and highly responsive experience for clients

·       Managing phone and email enquiries

·       Responding to new client enquiries and coordinating appropriate bookings

·       Managing appointments, cancellations, rescheduling and waitlists

·       Coordinating new client intake and ensuring all required documentation is completed

·       Managing client communications and follow-ups

·       Processing payments, invoices and administrative claims

·       Maintaining accurate and up-to-date client records

·       Supporting psychologists with day-to-day administrative requirements

·       Monitoring diaries and identifying potential scheduling issues

·       Following up outstanding forms, payments and administrative matters

·       Managing referrals and associated administration

·       Proactively filling cancellations where possible

·       Maintaining an organised and efficient administrative workflow

·       Identifying opportunities to improve systems and processes

·       Ensuring the practice is prepared for each day and that outstanding tasks are followed through

·       General practice administration and coordination as required

You will ideally have:

·       Several years experience in medical, allied health, psychology or a similar professional practice environment.

·       Strong understanding of confidential client information and professional boundaries

·       Excellent written and verbal communication skills

·       Exceptional attention to detail

·       Strong organisational and time-management skills

·       The ability to manage multiple competing priorities without becoming overwhelmed

·       A calm, warm and professional manner with clients

·       Excellent judgement and problem-solving skills

·       Confidence working independently and taking initiative

·       A strong understanding of the importance of client experience

·       Experience with practice management software — Zanda experience is highly desirable

·       Confidence with invoicing, payments and general practice administration

·       A genuine interest in improving systems rather than simply completing tasks

What we offer

·       A professional, supportive and genuinely caring practice environment

·       A close-knit team where your contribution is valued

·       A role with genuine ownership and autonomy

·       The opportunity to help shape and improve the way the practice operates

·       A varied position combining client interaction with meaningful administrative responsibility

·       A respectful workplace that values professionalism, initiative and high standards

·       Part-time hours with a roster designed around the needs of the practice

·       The opportunity for the role to grow alongside the practice

Our busiest clinic hours are generally in the afternoon, so the successful applicant will need to be comfortable working during our key client-facing hours, with additional administration scheduled around these periods.

Why this role?

If you are an experienced practice administrator who loves creating order, providing exceptional client service, solving problems and being the person everyone knows they can rely on — we would love to hear from you.

To apply

Please submit your CV along with a brief cover letter outlining:

1.     Your experience in medical, allied health or psychology administration

2.     Your experience with practice management software, particularly Zanda

3.     What you believe makes an exceptional practice administrator

4.     Why you feel this role would be a good fit for you

Only applicants who demonstrate relevant experience and a high level of professionalism will be considered.