Practice Administrator / Executive Assistant

TrueHope Psychology is a growing private psychology practice supporting adults across Brisbane and via telehealth.

We are looking for an experienced Practice Administrator / Executive Assistant who is highly organised, conscientious and comfortable taking responsibility for getting things finished.

This role suits someone who notices when something has been missed, investigates discrepancies, follows matters through and improves simple administrative processes when they are not working well.

The role is fully remote. TrueHope Psychology is a Brisbane-based business. Hours will vary according to practice needs and are not guaranteed.

THE ROLE

The successful applicant will provide administrative support to both the psychology practice and the Director.

Likely responsibilities include:

• responding professionally to booking and general enquiries

• managing clinical calendars and assisting with the Director’s business calendar

• liaising with clients, referrers, clinicians and external providers

• bookkeeping and Xero-related administration

• accounts payable and accounts receivable administration

• payroll administration support

• tracking BAS, tax and other financial reporting deadlines

• performing bookkeeping reconciliations

• identifying and reporting bookkeeping discrepancies or unresolved items

• checking records and administrative work for discrepancies or omissions

• following outstanding tasks through to completion

• maintaining accurate and confidential records

• assisting with recruitment and general practice administration

• improving straightforward processes and checklists

• working confidently across multiple online systems

• using AI and automation appropriately while maintaining privacy, confidentiality and judgement

ABOUT YOU

Applicants must have at least two years of experience in medical, psychology or allied-health administration, or an appropriate combination of relevant experience.

You will be:

• conscientious

• warm and professional in your communication

• able to notice errors and inconsistencies

• able to solve routine problems independently

• able to recognise when escalation is needed

• comfortable learning new software

• able to move confidently between systems

• committed to following work through to completion

Advantageous experience includes:

• Xero

• bookkeeping

• payroll administration

• Microsoft 365

• practice-management software

• AI and automation tools

EMPLOYMENT DETAILS

• Casual employment

• Health Professionals and Support Services Award 2020

• Support Services Level 5

• $38.06–$42.00 per hour plus superannuation, depending on experience

• Hours vary according to operational requirements

• No guaranteed minimum hours

• Fully remote

HOW TO APPLY

Apply through Indeed with your CV and a cover letter. In your cover letter, briefly explain why your experience is relevant to this role.

Shortlisted applicants will be invited to complete a brief practical selection exercise based on realistic administrative tasks.

Pay: $38.06 – $42.00 per hour

Application Question(s):

• Briefly describe one example where you identified an administrative problem or discrepancy and resolved it without needing step-by-step direction.

Experience:

• medical, psychology or allied-health administration: 2 years (Preferred)

Work Location: Remote