Senior Administration Officer

Permanent Part-time - 0.6 FTE (Tuesday to Thursday, 9am to 5pm).

Job Overview:

We are seeking a Senior Administration Officer to support the Clinic Director at Learning Keys. This role combines high-level administrative support with operational management, ensuring our clinic runs smoothly, efficiently, and in line with regulatory standards.

As the right-hand to the Director, you will help streamline operations, support our contractors, assist with financial activities, and importantly, contribute to a positive experience for clients and team members alike.

Key Responsibilities:

Ensure a welcoming and professional environment for clients, addressing any concerns and enhancing client experience.

Oversee daily clinic operations, including client scheduling, billing, and office workflows.

Provide high-level administrative support to the Clinic Director, including calendar management, meeting coordination, and email correspondence.

Ensure compliance with healthcare regulations, client confidentiality and clinic policies in line with relevant government and professional guidelines (e.g. AHPRA).

Assist with facility management tasks, clinic budgets and financial reporting.

Lead practice improvement initiatives to enhance efficiency and client satisfaction.

Conduct research and compile data to support decision-making and strategic planning.

Assist with accounts payable/receivable, and other finance-related tasks.

Collaborate with the Director on implementing strategic initiatives.

Qualifications:

Essential

Strong customer service skills, including experience working with families.

Exceptional organisational and time-management skills, with the ability to prioritise and multitask in a fast-paced environment.

Proficiency in office software (e.g., MS Office, Google Workspace, Xero)

The applicant must have, or be willing to undertake a WWCC, Basic First Aid Training and Safe Environments for Children and Young People training.

Desirable

Previous experience in healthcare management or executive support, ideally within a mental health or psychology practice.

HR knowledge and confidence in staff management.

Strong understanding of healthcare operations, billing (including HICAPS), and compliance.

Understanding of Work Health and Safety, and Privacy legislation.

Experience using social media to promote the clinic.

Experience using Cliniko is highly desirable.

Benefits:

Above award hourly rate.

Supportive, collaborative team environment.

Scope for flexible work arrangements.

Scope for this position to grow into a management role. This will include the opportunity to grow the role to four days a week.

About Learning Keys

Learning Keys is a psychology practice dedicated to providing high quality assessment services to clients of all ages. Our team brings together both early career and experienced psychologists ensuring a supportive and professional environment.