Casual Administration Assistant – Psychology Clinic
Do you have Halaxy Software experience, a systems focus and strong customer service skills?
Northwest Psychological Services (NWPS) is seeking a motivated and capable Administration Assistant to join our warm, supportive, and cohesive team. This casual role (approx. 4–6 hrs/week, flexible leave coverage, potential for growth) is ideal for someone who thrives in a fast-paced, client-focused environment while maintaining a systems focus and strong attention to detail.
About Us
Established in 1999, Northwest Psychological Services is a respected private psychology clinic in Melbourne’s western region. Our team of 11 practitioners provides high-quality services across both clinic-based and telehealth settings, supporting clients from a wide range of cultural backgrounds under multiple funding streams, including Medicare, WorkCover, TAC, NDIS, Veterans Affairs, and Financial Assistance schemes.
About the Role
This position has a strong focus on new client intake and billing/accounts management. We are seeking someone who is not only accurate and detail-oriented, but also confident and proactive in following up accounts across multiple funding bodies. While initially an admin support position, for the right candidate this role has the potential to grow.
Key responsibilities include:
- New client intake and appointment bookings – welcoming new clients, managing intake enquiries, and setting them up accurately in Halaxy.
- Billing, accounts receivable and payable – including Medicare processing, WorkCover, TAC, NDIS, Financial Assistance Scheme, and other funding streams.
- Proactively managing outstanding accounts – following up confidently, professionally, and assertively to ensure timely payment.
- Providing front desk reception support during periods of staff leave and peak workload.
- Delivering exemplary customer service, engaging warmly and professionally with clients from diverse backgrounds.
- Meeting administrative KPIs while maintaining accuracy and efficiency.
Essential Requirements
- Halaxy software experience (minimum 1 year experience).
- Strong knowledge of Medicare processes, including the Better Access Scheme.
- Demonstrated experience in billing/accounts payable and receivable across multiple funding bodies.
- Confidence and professionalism in chasing accounts and managing overdue payments.
- Excellent customer service and interpersonal skills, with confidence engaging a wide range of clients.
- Ability to work both independently and collaboratively in a supportive team environment.
- Working With Children’s Check, Police Check, and Driver’s Licence.
Preferred Skills & Experience
- Prior administration experience in an allied health or psychology clinic.
- Strong multitasking, organisational, and time management skills.
- A proactive, detail-oriented approach with the ability to prioritise and meet deadlines.
Why Join Us?
- Be part of a warm, cohesive, and supportive team where your contribution is valued.
- Flexible hours that fit around your lifestyle.
- Join an established clinic with a reputation for excellence and strong community partnerships.
- A role where your customer service, intake, and billing expertise will directly support better client outcomes.
How to Apply
Please email your resume and cover letter addressed to:
Principal Clinical Psychologist – Kylie Clarke
Northwest Psychological Services
[email protected]
Job Type: Casual
Pay: $34.74 per hour
Benefits:
- Extended annual leave
- Unlimited annual leave
Experience:
- HALAXY software: 1 year (Required)
- Medical administration: 1 year (Preferred)
Work Location: In person
