Wise Mind Psychology Newcastle is seeking a warm, friendly, and experienced Administrative Officer to join our supportive team on a part-time basis. This role will be across two set days (Thursday & Friday), and includes additional leave coverage as required.

In this role, you will provide essential administrative support to our team of psychologists and practice manager, while helping our clients feel welcomed, supported, and organised throughout their care journey.

What We Offer:

Supportive workplace culture - A nurturing work environment that prioritises staff well-being, healthy work-life balance, and team bonding through regular team lunches and social events, all designed to prevent burnout and strengthen connections within the team.

Highly competitive remuneration - Above-award wages with earnings potential of $30-$33 per hour.

Commitment to your professional growth - We prioritise your professional development with ongoing support from an experienced and supportive practice manager.

Meaningful job satisfaction - We foster a fulfilling work environment by regularly seeking feedback, responding to your needs, and supporting your career growth through ongoing check-ins.

Key Responsibilities & Duties:

Client and Practice Management - Oversee daily operations, ensuring a positive experience for clients, referrers, and team members. This includes greeting clients, answering phone calls, responding to emails, and maintaining a warm, professional, and welcoming environment.

Referral and Appointment Coordination - Handle new referrals by matching clients with suitable clinicians, booking and managing appointments, and optimising clinician diaries and waitlists using practice management software (Nookal).

Financial Administration - Manage all client payments, issue invoices, and process rebates accurately and efficiently.

Document and Data Management - Compile, draft, and edit documents; process referrals; and handle electronic filing while maintaining accuracy and strict confidentiality of client records.

Clinical Team Support - Provide comprehensive administrative assistance to the clinical team, including printing, scanning, faxing, managing medical history requests and subpoenas, and performing other general administrative tasks as needed.

Stakeholder Relationship Management - Build rapport and foster strong relationships with therapy clients and their loved ones, referrers, and allied health professionals.

Operational Support - Open and close the office daily, help maintain a clean and organised environment, ensure systems run smoothly, and assist the Practice Manager with task prioritisation and ad hoc duties.

About Us:

Wise Mind Psychology Newcastle is a modern, purpose-built psychology clinic located in New Lambton. Our thoughtfully curated private practice was built on the values of professional excellence, empathy, and respect.

We pride ourselves on delivering collaborative, person-centered, evidence-based therapy and assessments for children, adolescents, and adults.

Our holistic and integrative approach is driven by our mission of connecting the people of Newcastle with personalised and accessible mental health services.

Our Ideal Administrative Officer:

The administration officer is the foundation of Wise Mind’s excellent reputation for friendly, professional, and sensitive interactions with our clients, as well as delivering effective and efficient administrative support to our wider team of clinicians.

Proven experience and reliability in an administrative role, preferably in a busy allied healthcare or psychology practice setting.

Knowledge of Medicare, HICAPS, NDIS, Workers Comp, and DVA, along with proficiency in practice management software (Nookal/Zanda/PowerDiary) and Google Workspace/Microsoft Office Suite.

Possesses strong verbal and written communication skills, with a warm, compassionate, and professional demeanour focused on delivering excellent customer service and building positive relationships.

Uphold our values, mission, and objectives, whilst overseeing the day-to-day operations.

Excellent organisational skills, effective time management, a strong work ethic, and the ability to multitask efficiently in a fast-paced environment.

Able to solve operational issues through practical approaches with high attention to detail and confidentiality.

Ability to work autonomously and collaboratively as part of a team environment.

Essential Criteria:

Working with Children's Check (WWCC)

Current National Police Check (National Police Certificate)

Certificate IV in Business Administration and/or experience in a practice administration

How To Apply:

To apply, please use the ‘Quick apply' button via SEEK to send your resume and cover letter detailing your suitability for the position.

*Applications close 20/08/2025

For more information about our practice, please see: https://www.wisemindnewcastle.com.au/