We're looking for a switched-on, self-directed coordinator to join us in a varied part-time role that spans clinic operations, social media, and direct support to our clinic director.
Good Vibes Clinic is a specialist private therapy practice based in Surry Hills, Sydney (Gadigal). We support individuals and couples through evidence-based and trauma-informed therapy, delivered by a talented team of practitioners. We're a tight-knit, values-led practice that takes both our clinical work and our client experience seriously.
This is a genuinely varied role given the administrative, socials and personal assistant elements. You will be the operational backbone of the clinic, keeping appointments running smoothly, managing client communications, and helping our practitioners focus on their clinical work. You'll also take ownership of our social media presence and provide personal assistant support to our director.
Clinic Administration
- Managing the clinic inbox — responding to enquiries and keeping client communications moving
- Appointment coordination including scheduling, reschedules, cancellations, invoicing and waitlist management via Acuity, Xero and SquareUp
- Enquiry and session tracking including proactively following up enquiries, monitoring bookings and rebookings
- Financial admin including payment checks, refund processing, credit card charges and therapist invoicing admin using Square and Xero
- Keeping the website, booking availability and practitioner listings current in Squarespace
- Drafting the monthly clinic newsletter
- Liaising with therapists regarding scheduling, leave and other support tasks.
Social Media & Content
- Full operational management of the clinics Instagram
- Management, creation and scheduling content across GVC's and Directors Instagram
- Supporting the development of a content calendar in collaboration with the clinic director and based on blog posts and industry relevant topics.
- Monitoring engagement and responding to DMs and comments in a timely, on-brand way
Personal Assistant Support (Clinic Director)
- Managing the clinic director's personal inbox including filtering, flagging and responding where appropriate
- Providing general personal admin support to free up the director's time for clinical work and strategy
- Light household and life admin tasks when working from the Manly base one day per week
- Ad hoc support to help the director manage her day effectively on non-clinical days
Hours are 15 per week, spread across 2-3 flexible days. The role operates across two locations as well as flexibility to work remote. This will look like
- Surry Hills clinic (in-person, 1 day a fortnight) — office admin and clinic operations
- Manly (in-person, 1 day a week) — working alongside the clinic director from her home base for personal admin and assisting tasks and socials prep and recording
- Remote/from home (1–2 days a week)
Who We're Looking For
This role would suit someone who loves variety, thrives when they're trusted to get on with things, and takes pride in keeping the details right. You might be a marketing or sexology/counselling uni student building real-world experience, an experienced clinic administrator wanting to move into personal assisting, or a parent returning to work who has strong admin and social media skills who is looking for flexibility.
You'll need to be:
- Experienced in social media management and content creation on Instagram using Canva, Capcut or similar, including writing copy (with support from the Director)
- Highly organised with excellent attention to detail and a willingness to jump in and do what needs to be done across the clinics physical site and in administrative, social and personal tasks.
- Comfortable and experienced in managing email, calendar and booking systems independently (ideally Acuity/Squarespace/Xero experience)
- Confident communicating with clients in a warm, professional tone both written and verbal
- Discreet and trustworthy as this role involves access to confidential client, business and director information.
- Reliable, proactive, and comfortable working with limited supervision
- Comfortable using tools like Google Workspace, Xero (or similar), Squarespace/ Acuity and capacity to learn new systems quickly
Experience in a healthcare, allied health or professional services environment is a bonus but not essential.
Pay: $32.00 per hour
Benefits:
Work Location: Hybrid remote in Manly NSW 2095
