About Us
At Ascending Psychology, we're more than just a psychology practice — we're a professional, people-first team that values precision, compassion, and a touch of good humour in our day-to-day. We offer individual therapy, group therapy, and psychological assessments, drawing on a wide range of evidence-based practices across the lifespan.
We pride ourselves on a high-quality client experience, streamlined operations, and a warm, welcoming environment. If you love organisation, enjoy connecting with people, and thrive in a role where flexibility and poise are essential, we'd love to hear from you.
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The Role
We're looking for an Administrative Assistant who can keep our practice running like clockwork. This is a role for someone who can manage the moving parts — schedules, payments, emails, and client interactions — while staying calm, confident, and adaptable. You'll be the first point of contact for many of our clients and a key support for our clinicians.
We'll provide clear processes and systems — but we also value wise initiative, self-direction, and the ability to read a situation and respond with professionalism - both individually and as part of a team.
This part-time position requires availability to work a fixed schedule as determined by practice needs.
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Key Responsibilities
Client Coordination & Scheduling
* Manage bookings, reschedules, and cancellations in our practice management system (Splose).
* Training will be provided on our Splose practice management system for successful candidates.
* Communicate with clients about appointments, invoices, and general inquiries.
* Keep client records accurate and secure, ensuring compliance with confidentiality standards.
Billing & Payments
* Process payments, issue invoices, and monitor outstanding balances.
* Reconcile daily transactions and follow up on overdue payments per practice policy.
* Manage Medicare, private health insurance, and third-party payment processes.
Administrative & Office Support
* Review and respond to emails twice daily to track payments, process reports, and liaise with clients and practitioners.
* Prepare, store, and file reports and documents accurately.
* Assist practitioners with referral processing and document organisation.
Practice Operations & Compliance
* Follow policies and procedures to ensure smooth, compliant practice operations.
* Assist with onboarding new staff and maintaining practitioner records.
* Use structured workflows to track outstanding tasks, payments, and communications.
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What We're Looking For
You'll succeed in this role if you:
* Have previous admin experience (medical, psychology, or related field preferred).
* Possess a minimum of 1 year of administrative experience in a professional setting.
* Are highly organised, detail-focused, and skilled in prioritising tasks.
* Have excellent communication skills (written and verbal).
* Are comfortable with technology, including practice management software and Google Workspace
* Can stay poised under pressure, keeping calm and solution-focused.
* Bring flexibility — able to shift gears quickly without losing focus.
* Handle sensitive information with discretion and professionalism.
* Work well independently but thrive in a collaborative team.
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Why Join Us?
* A supportive, professional, and values-driven team environment.
* Opportunities for professional development and progression.
* A role where your initiative, adaptability, and personal style are valued.
* Be part of a growing, respected psychology practice with a strong reputation in the community.