About the role
We're on the lookout for a capable, conscientious, and people-smart admin professional to co-lead our front-of-house in a part-time role. Whether you're an experienced Practice Manager or a fast learner ready to grow into the role, you'll be at the heart of our mission: creating a calm, welcoming space where our clinicians can do their best work — and our clients feel genuinely cared for. We need you to do everything you can in a 7hr36min day - with rest/ food/ laughter breaks.

We need 3 days a week but there is room to negotiate a combination of part days.

As our Practice Manager (Job Share) - What you'll be doing

Overseeing the administrative and operational functions of the practice, including appointment scheduling, patient record management, and general office administration. (We use Halaxy & Microsoft software)

Providing excellent customer service to our clients and referrers, handling inquiries, booking appointments, and addressing any concerns

Oversee practice policies and procedures to maintain high standards of care

Supporting the clinical team by coordinating patient referrals, follow-up appointments, and other administrative tasks

Ensuring the practice is well-organised, professional, and compliant with relevant regulations and guidelines

Manage invoicing, bill paying, budgetting & payroll (we use Xero).

Managing practice resources, such as supplies and equipment, to optimise efficiency

Manage our online sites (website, facebook, instagram)

Keep an eye on our chooks (yes, we have 4 therapy hens) and garden.

As our Receptionist - What you'll be doing

Manage client relations as first point of contact including reception, troubleshooting (eg appointments, payments, referrals), billing & receipting, complaints. Refer more complex matters to the Practice Manager.

Use practice management software for all aspects of client relations – appointments, invoicing & receipting, referrals, multiple payer types, record-keeping.

Maintain the premises in a safe, functional and aesthetically pleasing state with reference to both client & practitioner needs.

Communicate with practitioners as necessary to ensure appointments are filled, timely, invoiced & receipted.

What we're looking for

Minimum 2-3 years of experience in a similar medical practice management or receptionist role

Strong customer service and interpersonal skills, with the ability to engage effectively with patients and the clinical team

Excellent organisational and multitasking abilities, with a keen eye for detail

Proficient in using medical practice management software (we use Halaxy) and Microsoft Office applications

Knowledge of medical terminology, healthcare regulations, and administrative procedures

Flexible and adaptable, with the ability to work collaboratively in a team environment

Commitment to maintaining confidentiality and privacy of patient information

What we offer

We're committed to providing you with a positive & supportive work environment where you are encouraged to learn, grow and pursue your dreams. We offer a range of benefits, including:

- Competitive salary (HPSS Award, prorata), leave loading and superannuation
- Flexible work arrangements (by negotiation)
- Professional development opportunities
- Free range eggs :)

About us

Coffs Psychology & Neurotherapy is a well-established practice of 5 experienced Clinical Psychologists and adjunctive therapists. We are privileged to enjoy an excellent reputation for our services. We hold ourselves accountable to explicit values of openness, honesty, respect (for self and others), kindness (to self and others), professionalism, playfulness, integrity, helpfulness, environmental responsibility and clinical excellence.

If you are interested in this opportunity, please apply now.

PS if you're a current client of the practice, sorry but it would create a conflict of interest for you to apply.