Casual Administration Assistant – Psychology Clinic
Do you have Halaxy experience and strong customer service skills?
Northwest Psychological Services (NWPS) is seeking a motivated and capable Administration Assistant to join our warm, supportive, and cohesive team. This casual role (approx. 4–6 hrs/week, flexible) is ideal for someone who thrives in a fast-paced, client-focused environment while maintaining strong attention to detail.
About Us
Established in 1999, Northwest Psychological Services is a respected private psychology clinic in Melbourne’s western region. Our team of 11 practitioners provides high-quality services across both clinic-based and telehealth settings, supporting clients from a wide range of cultural backgrounds under multiple funding streams, including Medicare, WorkCover, TAC, NDIS, Veterans Affairs, and Financial Assistance schemes.
About the Role
This position has a strong focus on new client intake and billing/accounts management. We are seeking someone who is not only accurate and detail-oriented, but also confident and proactive in following up accounts across multiple funding bodies.
Key responsibilities include:
- New client intake and appointment bookings – welcoming new clients, managing intake enquiries, and setting them up accurately in Halaxy.
- Billing, accounts receivable and payable – including Medicare processing, WorkCover, TAC, NDIS, Financial Assistance Scheme, and other funding streams.
- Proactively managing outstanding accounts – following up confidently, professionally, and assertively to ensure timely payment.
- Providing front desk reception support during periods of staff leave and peak workload.
- Delivering exemplary customer service, engaging warmly and professionally with clients from diverse backgrounds.
- Meeting administrative KPIs while maintaining accuracy and efficiency.
Essential Requirements
- Halaxy software experience (minimum 1 year experience).
- Solid knowledge of Medicare processes, including the Better Access Scheme.
- Demonstrated experience in billing/accounts payable and receivable across multiple funding bodies.
- Confidence and professionalism in chasing accounts and managing overdue payments.
- Excellent customer service and interpersonal skills, with confidence engaging a wide range of clients.
- Ability to work both independently and collaboratively in a supportive team environment.
- Working With Children’s Check, Police Check, and Driver’s Licence.
Preferred Skills & Experience
- Prior administration experience in an allied health or psychology clinic.
- Strong multitasking, organisational, and time management skills.
- A proactive, detail-oriented approach with the ability to prioritise and meet deadlines.
Why Join Us?
- Be part of a warm, cohesive, and supportive team where your contribution is valued.
- Flexible hours that fit around your lifestyle.
- Join an established clinic with a reputation for excellence and strong community partnerships.
- A role where your customer service, intake, and billing expertise will directly support better client outcomes.
How to Apply
Please email your resume and cover letter addressed to:
Principal Clinical Psychologist – Kylie Clarke
Northwest Psychological Services
kylie@nwpsonline.com.au
Job Type: Casual
Pay: $34.74 per hour
Expected hours: 4 – 6 per week
Benefits:
- Extended annual leave
- Unlimited annual leave
- Work from home
Experience:
- HALAXY software: 1 year (Required)
Work Location: Hybrid remote in Kurunjang VIC 3337
📌 Casual Administration Assistant – Psychology Clinic
🏢 Northwest Psychological Services
📍 Werribee