Solution Psychology | Moonee Ponds, Melbourne VIC
Full-time | Healthcare & Medical – Administration
$80,000 – $95,000 + super (commensurate with experience)
If you're the kind of person who notices when something's off, fixes it before it becomes a problem, and quietly keeps things running, this role was built for you.
Solution Psychology is an award-winning, purpose-built psychology clinic in Moonee Ponds. We're a large, close-knit team who value structure, warmth, and doing things properly — without feeling corporate.
As we continue to grow, we're looking for a Personal Assistant / Clinic Coordinator to support senior leadership and help keep the day-to-day running of the clinic organised, calm, and efficient.
This is a hands-on, onsite role combining personal assistant support with clinic coordination. It suits someone who enjoys variety, follows things through, and takes pride in being the person others rely on.
About the role
This is a true hybrid position.
You'll support senior leadership with diaries, meetings, and follow-up, while also coordinating the practical, behind-the-scenes details that keep the clinic running smoothly day to day.
You won't be making executive decisions — but you will be trusted to coordinate across people, spaces, and systems so nothing important slips through the cracks.
What you'll be doing
* Managing diaries, meetings, and follow-up actions for senior leadership
* Coordinating day-to-day clinic operations and facilities
* Acting as a key onsite point of contact when things need attention
* Coordinating onboarding and offboarding processes
* Maintaining registers, trackers, and operational systems
* Supporting a professional, well-run, world class clinic environment
About our Clinic
Located in the heart of Moonee Ponds, our 600sqm purpose-built space was designed to make everyone — clients and clinicians alike — feel at ease.
Features include:
* Sensory-friendly rooms with dimmable lighting
* A spacious, spa-like welcome room and parents' lounge
* Dedicated sensory space, testing and resource libraries
* Separate staff zones for work, collaboration, and downtime
* End-of-trip facilities and secure onsite parking
It's a workplace that looks as good as it feels — where design meets purpose.
Who We're Looking For
You'll be a great fit if you are someone who:
* Naturally notices gaps, inconsistencies, or things that need attention — and follows them through
* Enjoys supporting senior leaders by keeping diaries, details, and priorities organised
* Is calm, capable, and confident in a busy environment with multiple moving parts
* Communicates clearly and professionally with a wide range of people
* Takes pride in creating order, structure, and smooth day-to-day operations
* Is comfortable being onsite and visible as part of the clinic team
This role suits someone who is highly organised, dependable, and practical — someone who enjoys being trusted to keep things running well without needing to be the decision-maker, with strong attention to detail that shows up even in small requests, such as telling us your go-to drink order in your cover letter.
Essential Criteria
* Minimum 3 years' experience in a Personal Assistant, Executive Assistant, Office Manager, or Clinic / Operations Coordinator role
* Experience in healthcare, professional services, or similarly structured environments is strongly preferred
* Confidence supporting senior leaders and coordinating across multiple stakeholders
How to Apply
If you're ready to join a team that sets the bar high we'd love to hear from you.
Send your cover letter and resume to by 9am Monday 9th February.
Applications are reviewed as they're received, so don't wait to apply. Applications without a cover letter will not be considered.