Help shape the experience of a growing psychology clinic.
Mind Health is a well-established and growing psychology and allied health clinic based in Parramatta, NSW. We provide compassionate, evidence-based care to individuals, couples, and families from diverse and multicultural backgrounds.
We are looking for a highly organised, warm, and capable Administrative Assistant to join our team in a role with genuine growth potential.
This is more than a standard reception or admin support role. It is an opportunity for the right person to become a trusted support to the Practice Manager and, over time, grow into a Practice Manager Assistant role. The position will commence at a minimum of 2 days per week, with the opportunity to increase hours and move toward full-time for the right candidate.
If you enjoy creating order, making people feel welcome, and helping a professional environment run smoothly, we would love to hear from you.
About the role
This is a key client-facing and operational support role within the clinic. You will help ensure the day-to-day administration of the practice runs efficiently while contributing to a warm, calm, and professional experience for clients from their very first interaction with Mind Health.
You will work closely with the Practice Manager and clinical team across reception, bookings, scheduling, records, clinic coordination, and general administrative support. Depending on your experience, you may also assist with marketing-related administration and accounts functions.
Key responsibilities
* Be the first point of contact for clients and create a welcoming, professional, and supportive experience
* Manage client bookings, communications, clinician schedules, and appointment flow
* Use Zanda Health and related systems to support accurate scheduling and smooth clinic operations
* Manage shared inboxes, calendars, and general administrative tasks
* Coordinate room bookings and assist with the day-to-day management of the shared clinic space
* Process payments, Medicare rebates, and third-party invoices
* Support accounts payable and receivable functions
* Provide administrative support to clinicians, including file management and client coordination
* Assist with improving workflows, procedures, and general clinic systems
* Support light social media, Canva, or marketing-related administrative tasks where needed
* Maintain a tidy, organised, and professional reception and office environment
About you
You are organised, dependable, and people-focused. You bring warmth and professionalism to client interactions, stay calm under pressure, and take pride in doing things properly.
You are comfortable managing multiple moving parts, have strong attention to detail, and understand that in a psychology clinic, excellent administration is an important part of excellent care.
This role will suit someone who wants to contribute meaningfully now while also growing into a broader clinic support role over time.
Skills and experience
* Minimum 2 years' experience in medical, allied health, or psychology clinic administration
* Strong experience in administration, reception, or client-facing support
* Experience using Zanda Health or a similar practice management system
* Confidence managing schedules, bookings, client communication, and clinic administration
* Proficiency in Microsoft 365, including Word, Outlook, and related systems
* Strong organisational skills and attention to detail
* Professional written and verbal communication skills
* Ability to handle sensitive information with discretion and maturity
Highly regarded
* Experience in a group psychology clinic
* Familiarity with Medicare, private health funds, and third-party providers such as NDIS and WorkCover
* Experience with accounts payable / receivable or basic bookkeeping
* Experience using SharePoint
* Skills in Canva, Adobe, social media, and/or marketing support
* Mental health qualifications or intake/triage experience
What we offe r
* Permanent part-time role starting from 2 days per week
* Opportunity to increase hours over time, with a view to full-time for the right candidate
* Clear pathway to grow into a Practice Manager Assistant role
* Supportive and collaborative team environment
* Modern clinic in the heart of Parramatta, close to public transport
* Ongoing training and development opportunities
* Competitive hourly rate based on experience and qualifications
Mind Health is an equal opportunity employer. We encourage applications from people of all backgrounds, including Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse communities, people with disability, and LGBTQIA+ applicants.
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