Headway
At Headway, our vision is to create positive and lasting change in the lives of our clients. We’re an established psychology and wellbeing practice providing integrated support across psychology, dietetics, and exercise physiology.
As a values-driven organisation, we place strong importance on professionalism, collaboration, high-quality systems, and continuous improvement. Our team is made up of people who genuinely care about the work they do and the experience we create for both clients and colleagues.
As our practice continues to grow, we are looking for capable and proactive Clinical Administrators to join our team. We have multiple opportunities available across our administration team and are open to both part-time and full-time applicants, with positions ranging from approximately 3–5 days per week.
About the Role
This is a varied and fast-paced role supporting the day-to-day operations of our Shenton Park and Subiaco clinics. The position combines client-facing administration with broader operational and practice support responsibilities.
We are looking for someone who enjoys both people-focused work and the operational side of running a high-performing healthcare practice - someone who takes pride in organisation, accuracy, accountability, and creating efficient systems and processes.
The successful candidate will be confident managing competing priorities, maintaining professionalism under pressure, and contributing positively within a collaborative team environment.
Key Responsibilities
- Provide professional front-of-house support, including answering calls, responding to emails, and coordinating client appointments
- Process client payments, Medicare claims, and administrative documentation accurately and efficiently
- Support billing, invoicing, reconciliation, and administrative financial processes with a high level of attention to detail
- Maintain accurate records and data across Zanda (formerly Power Diary), SharePoint, and Microsoft Office systems
- Assist with operational administration, reporting support, and coordination of day-to-day administrative processes
- Work collaboratively with the Lead Clinical Administrator and Practice Manager to support and improve administrative systems and processes
- Contribute to maintaining a calm, professional, and welcoming environment for clients and staff
- Support the smooth day-to-day functioning of a busy multidisciplinary practice
About You
You are organised, dependable, and detail-oriented, with the ability to balance empathy and professionalism alongside strong operational capability.
You thrive in a structured, fast-paced environment and take pride in producing accurate, high-quality work. You are proactive, accountable, and collaborative in your approach.
You follow through on tasks, communicate proactively, and take pride in maintaining high standards of work.
You will bring:
- Previous administration experience (medical, allied health, or mental health experience highly regarded)
- Experience managing healthcare billing processes, including invoicing, Medicare claiming, payment reconciliation, and outstanding accounts highly regarded
- Strong organisational and time management skills, with the ability to manage competing priorities effectively
- Excellent attention to detail and confidence working with administrative and financial processes
- Intermediate Microsoft Office skills, particularly Outlook, Excel, and SharePoint
- Experience using practice management or medical software (Zanda/Power Diary advantageous)
- Sound knowledge of Medicare billing, claims, and processing
- Clear, warm, and professional communication skills
- The ability to work independently and collaboratively while demonstrating initiative and accountability
- Confidence working within a busy and evolving environment, while maintaining a positive and solution-focused approach
- A collaborative approach and genuine commitment to client care and quality service delivery
Work Environment
Our main office is located in the heritage-listed Victoria House in Shenton Park, with a second clinic on Rokeby Road in Subiaco. Both offices are thoughtfully designed to provide calm, welcoming, and professional spaces for clients and staff, with convenient access to cafés, green spaces, and public transport.
Why Join Headway?
- Join a values-driven multidisciplinary practice committed to high-quality care and continuous improvement
- Be part of a collaborative team that genuinely values professionalism, accountability, and supportive working relationships
- Gain exposure to a broad and varied role combining healthcare administration with operational practice support
- Develop your skills within a growing practice, with opportunities for professional growth and increased responsibility over time
- Receive structured onboarding, ongoing support, and exposure to well-developed systems and processes
- Work in calm, thoughtfully designed clinic spaces across Shenton Park and Subiaco
- Competitive salary aligned with experience, capability, and level of responsibility
How to Apply
Apply through the link with your resume and a short cover letter outlining your interest in the role.
For queries, contact Charlotte Walker – Practice Manager at [email protected]
Pay: $33.00 – $40.00 per hour
Work Location: In person
