A role where your leadership truly matters.
Lead with Heart. Shape the Future of a Growing Psychology Practice.
Mind to Mind Psychology is a boutique, values-driven psychology and allied health practice based in Bowden. We provide trauma-informed, client-centred care to individuals and families and we are looking for a Practice Manager who will help us deliver an exceptional experience from the very first moment someone reaches out for support.
This is not a traditional reception or admin role.
This is a leadership position, ideal for someone who thrives on operational excellence, meaningful connection, and supporting the wellbeing of both clients and clinicians.
If you love improving systems, empowering teams, streamlining workflows, and being the calm, organised anchor in a busy practice then this role is for you.
What You'll Be Doing
As our Practice Manager / Admin Team Leader, you'll oversee the day-to-day operations of the practice while shaping the systems and culture that support high-quality care.
Your work will include:
* Client Intake & Records Management Ensuring every client's first experience feels safe, supported, and held; maintaining compliant, accurate and secure clinical documentation in Halaxy. Owning the daily appointment flow, triaging new enquiries, and supporting clinicians through real-time diary adjustments.
* Billing, Accounts & Financial Oversight Managing Medicare/NDIS/private billing, accounts receivable, fortnightly clinician disbursement reports, and financial accuracy. Mentoring and supporting our admin team, coordinating daily priorities, onboarding new staff, and contributing to a warm, collaborative culture. Overseeing all phone, email and digital communication standards to ensure every interaction reflects our values and trauma-informed approach.
* Operations, Workflow & Quality Assurance Improving systems, developing SOPs and checklists, conducting internal audits, and supporting long-term quality and accreditation processes. Ensuring the practice space remains calm, inviting, organised, and fully equipped.
* Business Support & Growth Working closely with the Directors on projects, data insights, marketing support, and continuous improvement initiatives.
Who We're Looking For
Someone who is warm, professional, grounded, and genuinely invested in making a difference.
You'll thrive in this role if you are:
* Experienced in psychology, allied health, or medical administration
* Confident with Halaxy (or quick to learn), billing, scheduling, and practice processes
* Organised, detail-oriented, and proactive
* A supportive team leader who communicates with clarity and kindness
* Comfortable managing competing priorities in a calm and grounded way
* Passionate about client experience and clinician wellbeing
* Skilled in problem-solving, systems thinking, and continuous improvement
Required Experience & Qualifications
* 2–3+ years in practice management or senior allied health/medical administration
* Strong understanding of Medicare, NDIS, private billing and referral pathways
* Experience with Halaxy and/or Xero is highly desirable
* Certificate IV or Diploma in Practice Management or Health Administration (preferred)
Why You'll Love Working With Us
At Mind to Mind Psychology, you're not just running a practice, you're contributing to the wellbeing of our community.
You will enjoy:
* A supportive, values-based work culture
* A leadership role where your ideas are genuinely valued
* Opportunities to shape systems, optimise workflows, and lead change
* Work that directly contributes to the emotional health of clients and families
* A beautiful, thoughtfully designed clinic space in Bowden
* Part‐time flexibility (0.6–0.8 FTE)
This is a meaningful role where your leadership will create real, lasting impact.
Remuneration & Conditions
We are committed to fair, transparent and competitive remuneration.
This role will be paid above Award rates, with remuneration aligned to the successful candidate's:
* Skills, experience, and qualifications
* Level of responsibility and leadership capability
* Scope of tasks and contribution to the practice
We recognise that this is a senior, trusted role and we are open to tailoring remuneration and hours to reflect the value and capability the right person brings.
Our aim is to create a role that feels sustainable, respected, and appropriately rewarded, both financially and professionally.
How to Apply
Please submit your CV and a brief cover letter outlining:
* Why this role resonates with you
* Your experience in psychology/allied health administration
* What you believe makes a practice run exceptionally well
We look forward to hearing from you.
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