Senior Administrative Officer – Join a Small, Growing Psychology Practice

Part-time | Stafford, Brisbane | Approx. 24 hours/week | High-autonomy role

What Makes This Role Fantastic for You

Autonomy & Impact – You’ll run the show administratively, operating independently from day one and supporting the Practice Owner directly.

Real Purpose – Be part of a clinic that provides compassionate, evidence-based mental health care to adults across Brisbane.

A Role That Grows With You – As our clinic grows, so too will the depth and scope of this role—your input will help shape our systems and future direction.

Small Team, Big Heart – No corporate culture here—just a small, smart, passionate group doing meaningful work with care and integrity.

Our Values & Vision

Willow Oak Psychology is a small but steadily growing clinic rooted in the values of the willow oak tree—adaptability, grounded strength, and quiet resilience. We believe that good therapy, like good systems, grows slowly and deliberately with care.

Our commitments:

Evidence-Based Practice – Including DBT, EMDR, and other trauma-informed therapies.

Calm, High-Quality Systems – We believe administrative excellence is a key attribute of our care philosophy.

Collaboration & Growth – We’re building a workplace where every team member matters and has a voice in how we do things.

We’re not a corporate giant, and we don’t want to be. We’re creating something special—and if you're organised, driven, and values-aligned, you might be exactly who we need.

About the Role

You’ll be our administrative anchor—the go-to person for clients, clinicians, and the Practice Owner.

You will:

Manage all client and referrer communication and enquiries

Keep client and clinician data accurate across Halaxy, Excel, and other systems

Manage Medicare, NDIS, and WorkCover billing and payments (via Xero)

Track referrals and liaise with GPs and support coordinators

Support onboarding of clinicians and admin staff

Organise the Practice Owner’s schedule, communication, and day-to-day tasks

Lead initiatives like News Faxes, bulk mail-outs, and Christmas mail-outs

Continuously improve systems, procedures, and documentation

What We’re Looking For

Essential:

Solid experience in a senior admin role (ideally in healthcare or allied health)

Confidence to work independently from day one

Proficiency in Halaxy and Xero (or similar applications) and office apps such as Microsoft Excel and Word.

Knowledge of Medicare and NDIS processes

Excellent attention to detail and written communication skills

Quick learner who remembers procedures and takes initiative

Warm, professional and grounded

Desirable:

Experience in a psychology or medical setting

Familiarity with Canva, Google Workspace, WordPress, or social media tools

Why You’ll Love Working Here

20 hours/week with flexibility and potential to grow

Central location right next to Stafford City – 15 mins from the CBD with free on-site parking

A supportive professional environment – Calm, caring, and focused

A small team that values your input – Your voice will shape how we grow

Apply Now

Sound like your kind of workplace?

Please apply with:

Your resume

A brief cover letter explaining why this role is right for you and how your experience fits

📌 Applications without a cover letter will not be considered.

How to Apply:

If you're ready to take your career to the next level and be part of a dynamic team, we encourage you to apply. Please send your CV and a cover letter addressing the selection criteria mentioned above to [email protected]. Applications close COB Friday 1 August 2025.

Important Note:

We are unable to accept applications from current or past clients due to our APS Code of Ethics relating to Dual Relationships.