About the role:
Due to our growth and impending move to brand new premises, East Maitland Holistic Psychology Clinic is seeking a professional and experienced Receptionist/Administration assistant to become part of our team.
What we offer:
At East Maitland Holistic Psychology Clinic you will have the opportunity to work alongside experienced healthcare professionals and continue to develop your skills in the reception/administration space/environment, with opportunity for progression to Practice Manager. We offer competitive salary and flexibility.
Key responsibilities:
• Greeting clients and visitors in a warm and professional manner.
• Handling client inquiries, both on the phone and in person as well as booking appointments efficiently.
• Preparing and collecting client paperwork, including referrals and consent forms.
• Manage client scheduling, reminder calls, and calendar management for clinicians.
• Maintaining accurate client records, perform data entry and assist with general office tasks.
• Effectively communicate and work closely with clinical staff to ensure smooth coordination between reception and clinical services.
• Assisting with billing and processing payments, including Medicare, Workcover, CTP, NDIS claims, and private health insurance.
• Maintain confidentiality and discretion when handling sensitive client information.
• Ensure the clinical space is organised, healthy, clean, and ready for clients and that the clinic is running smoothly
• Liaising with GPs, specialists, and other professionals as required.
What we're looking for:
· Previous experience as a receptionist in an allied health practice or committed to learn.
· Strong communication and interpersonal skills with the ability to interact sensitively with clients with a commitment to providing high-quality customer service. Also ability to build a good rapport with clients.
· Excellent organisational, problem-solving and analytical skills with high attention to detail particularly in scheduling, billing, and maintaining client records.
· Proficient in computer applications including Microsoft Office, general IT, standard office technology and willingness and ability to learn new software.
· Experience in using Halaxy, processing Medicare, NDIS, Workcover and private health billing processes and/or previous reception work will be highly regarded but not essential if you are quick to learn and have a great attitude.
· Reliable and organised, with the ability to multi-task.
• Able to work independently once trained
• Maintain professionalism and a 'can do' attitude about all duties required of the role.
• Positively promote the practice both internally and externally.
• A collaborative and positive attitude, promoting a friendly, team-oriented atmosphere.
• A warm, engaging personality that supports clients and staff in a positive manner.
• High commitment to confidentiality, professionalism, and ethical standards.
Salary and Hours of work:
This role could be part-time or full-time, depending on the right applicant. Some flexibility is offered regarding starting and finishing times, Mon-Fri office presence is necessary. Salary is dependant on skills and experience.
Application Process
To apply for this position, it is important to submit the following:
• Cover Letter: Specifically addressing the essential experience and selection criteria above.
• Resume detailing your professional experience and qualifications.
Contact Information
For further information about East Maitland Holistic Psychology Clinic, visit our website. For inquiries about the position, please email
Note: We're open to applicants who are studying allied health, including psychology students
keen to gain real experience in a supportive clinic environment while working in an admin role.
Only shortlisted candidates will be contacted. Thank you for your interest