Reports To: Business Operations Manager

Employment Type: 25 hours per week / 5 hours per day Mon-Fri, exact hours negotiable

Location: Coffs Harbour – 1-2 days in office, 3-4 days from home

Position Overview

The Admin Assistant will provide essential administrative support to the Psychs in Schools executive team, ensuring smooth operations and effective communication with schools and stakeholders. The Admin Assistant will handle administrative tasks, data management, email communication, and scheduling

Key Responsibilities

Administrative Support

● Answer incoming calls and direct accordingly

● Research and compile school information into a database

● Maintain and update student progress records

● Monitor student questionnaires for completion, create templates for interviews and follow up as needed

● Gather stakeholder availability each semester for scheduling purposes

● Assist in setting up courses in the learning platform

● Prepare weekly accounts payable

● Send invoices to schools each term

● Maintain accurate and up-to-date records of contracts, renewals, and invoices

● Maintain system access for all company stakeholders

Communication & Coordination

● Monitor the email inbox, flagging messages for executive attention

● Schedule and confirm appointments with stakeholders

● Email schools for contract renewals using templates

● Chase schools for outstanding contracts and invoice payments

● Send school contracts and ensure timely completion

● Set up new clients in Halaxy (training provided)

● Send consent forms to parents of new clients

● Schedule parent intake meetings for new clients

● Coordinate orientation meetings with schools on behalf of supervisors

● Other admin tasks for supervisors from time to time

Skills & Qualifications

● Prior experience as a Administrative Assistant, or similar role

● Strong organisational and time management skills

● Excellent written and verbal communication skills

● Proficiency Google Workspace, and database management

● Experience with Gmail email communication, calendar scheduling, and follow-ups

● Attention to detail and ability to multitask effectively

● Previous experience with Monday.com or similar is desirable, however training can be provided

Key Attributes

● Proactive and self-motivated

● Highly reliable with strong follow-through

● Excellent problem-solving skills

● Ability to work independently and meet deadlines

● Professional and friendly communication style

● Proactive communicator

● Solutions focused

● Open to feedback and continuous improvement

● Resilient and self-aware

This role is ideal for someone with at least 2 years admin experience and is organised and detail-oriented professional looking to support a meaningful initiative in school psychology. If you are efficient, proactive, and passionate about education and mental health support, we encourage you to apply! Please no agencies.