About Us

Nourishing Minds Psychiatry is an integrative telepsychiatry practice led by Dr Ana Musarevski that blends evidence-based Western medicine with holistic interventions — including functional testing, nutrition, mind-body approaches, and lifestyle medicine. The practice is committed to providing deeply personalised psychiatric care for conditions like ADHD, anxiety, bipolar disorder, depression, OCD, and PTSD.

We are values-driven, trauma-informed, neurodiversity-affirming, and committed to treating the whole person — with genuine care, empathy, and respect.

About the Role

We’re seeking a Clinical Administration & Operations Coordinator (Contractor) to join our virtual team, providing high-level clinical administrative support to aid in the delivery of personalised, integrative psychiatric care. This is a fully remote position for someone based in Australia, with strong experience in mental health or psychiatry administration.

You’ll work closely with the psychiatrist (practice owner) and coordinate with the virtual non-clinical administrative team, playing a key role in ensuring that clinical workflows, patient documentation, and coordination tasks are completed with clarity, precision, and warmth.

This role is ideal for someone who is proactive, solution-focused, and skilled at improving systems. It suits individuals who thrive on working independently, have a strong understanding of mental health clinical environments, and are driven to ensure the smooth operation of a growing practice behind the scenes.

Key Responsibilities

Review new patient referrals and ensure clinical information is complete for psychiatrist review.

Draft and format clinical documents (e.g., letters, pathology requests, supplement plans) for final approval.

Review and flag relevant pathology findings for psychiatrist review and coordinate follow-up as needed.

Manage clinically related patient enquiries within scope, triaging based on urgency. While this is not a traditional patient-facing role, occasional patient contact may be required (e.g., for information gathering or care coordination). A clear understanding of boundaries, scope, and appropriate clinical communication is essential.

Prepare and maintain accurate patient files within the practice management system, ensuring compliance with privacy standards.

Identify administrative inefficiencies and proactively implement improvements to streamline clinical workflows and administrative processes.

Liaise with healthcare providers (e.g., GPs, psychologists, pharmacies, labs) as needed to ensure seamless patient care.

Monitor and manage clinical admin tasks, ensuring timely completion and effective coordination.

Collaborate with the virtual admin team to ensure smooth patient coordination.

About You

Thrive in a dynamic, systems-driven environment and enjoy working remotely.

Proactive, solution-focused, organised, and able to manage clinical administrative tasks autonomously.

Possess a strong understanding of mental health and psychiatric workflows.

Excellent written communication and formatting skills.

Demonstrate excellent attention to detail and consistently high standards of work.

Enjoy identifying inefficiencies and implementing systems to streamline operations.

If you have experience working in a mental health or psychiatry setting, are passionate about improving administrative processes, and can work effectively in an autonomous, remote role, this opportunity is for you.

Essential Requirements

Experience: Strong clinical administrative or operations background in a mental health, psychiatry, or related healthcare setting.

Clinical Admin Tasks: Familiarity with clinical admin responsibilities such as drafting correspondence, reviewing pathology, triaging patient clinical queries, and managing documentation and clinical coordination standards.

Writing & Communication: Excellent written communication and attention to detail, especially in drafting and formatting clinical documentation.

Clinical Judgment: Ability to understand clinical priorities and triage accordingly, though not required to provide clinical advice.

Compliance & Privacy: Strong understanding of privacy and confidentiality obligations in healthcare, including knowledge of the Privacy Act 1988, Australian Privacy Principles, and other relevant regulations.

Tech Proficiency: Confident with using cloud-based tools (e.g., Xestro, Trello, OneDrive) and AI (e.g. Heidi AI) to improve workflows.

Location: Australian residency and ability to work remotely within Sydney (AEDT/AEST) time zones.

Must-Haves: Own ABN for contractor engagement, insurance, and a professional home workspace.

Role Details

Contractor position (ABN required)

Up to 38 hours/week

Fully remote (must be based in Australia)

$55–$60/hour + super

Immediate Start

How to Apply

Please apply via SEEK with a cover letter and CV. Applications without a cover letter will not be considered.

In your cover letter, please address the following points:

Why this role interests you: Share what specifically excites you about this opportunity and how it aligns with your career goals.

Relevant Experience: Describe your experience in mental health or psychiatry settings, particularly highlighting any administrative or operations roles you’ve held. Please include details of your experience managing clinical documentation, coordinating patient care, or streamlining workflows.

Key Skills & Strengths: Highlight the skills you believe make you an excellent fit for this role, such as your ability to work autonomously, manage clinical tasks efficiently, and improve operational processes. Please provide examples where possible.

Your approach to problem-solving: Tell us about a time when you identified a workflow inefficiency and how you resolved it.

Why you are a good fit for a remote, self-directed role: Explain why you are well-suited to working independently and remotely, managing time effectively, and staying organised without direct supervision.

Notice Period: If you were to be the successful candidate, how much notice would you need to give your current employer or any existing commitments before starting this role?

Availability: Up to how many hours per week would you be available to work in this contractor role?