About the Role

We’re looking for an experienced and compassionate healthcare receptionist to join our friendly and collaborative team at the Institute for Healthy Living on a full-time basis (Monday to Friday, 8:30am–5:30pm). You’ll work closely with our Practice Manager and Clinical Director to provide essential client and clinician support and play a central role in the smooth running of our busy and growing practice.

As the first point of contact for the clinic, you’ll be responsible for driving the reception and administration service that supports more than 15 practitioners and their clients each day. This includes managing the complex and fluid scheduling of appointments across multiple consulting rooms, invoicing, processing Medicare and other claims, and liaising with clients, referrers, and clinicians to ensure clear communication and efficient coordination.

We’re seeking someone who is warm, organised, and reliable, with excellent attention to detail and the ability to stay composed under pressure. You’ll be confident with technology and practice management software, adaptable in navigating complex systems, and skilled at managing multiple priorities in a fast-paced environment. Most importantly, you’ll take pride in creating a welcoming, professional, and supportive experience for every client and practitioner in the practice.

About Us

The Institute for Healthy Living is an established and thriving group psychology practice located in the heart of Bondi Junction, directly across from Westfield and easily accessible by train and bus. Our multidisciplinary team includes Clinical Psychologists, Registrars, a dedicated Intake Clinician, and administrative staff – all committed to providing thoughtful, effective, and compassionate care.

We’ve recently relocated to a beautiful, purpose-built clinic within a prestigious new medical centre. With leafy surrounds, cafés nearby, and light-filled therapy rooms, our clinic is designed to be a welcoming space for both clients and staff.

At IHL, we value collaboration, respect, open communication, and a shared dedication to helping people lead healthier, more fulfilling lives. We’re proud of our strong internal culture and are looking for someone who is aligned with these values to join us as a long-term member of our client support team.

About You

You’re a warm, authentic and reliable person who understands the importance of creating a calm and supportive experience for clients seeking mental health care.

You enjoy working collaboratively in a team setting, are solution-focused, and thrive in a dynamic environment where your organisational skills and attention to detail are highly valued. You are responsive, thoughtful, and committed to delivering excellent client care.

You’re looking for a workplace where you can feel at home — a place where your contribution makes a real difference and your colleagues care just as much as you do.

Key Responsibilities

Welcoming clients to the clinic and providing a calm, professional front-of-house experience

Managing appointments, calendars, and room bookings across a busy practice

Processing payments, Medicare rebates and private health claims

Supporting intake processes and conducting new client phone enquiries

Responding to client and clinician queries via phone, email, and in person

Assisting with administrative tasks such as GP correspondence, clinical documentation and resource distribution

Maintaining clinic tidiness, filing, and contributing to a well-organised workplace

Providing feedback and suggestions to improve our administrative systems

Liaising with Medicare and referring practitioners as needed

Please note this is an on-site position based at our Bondi Junction clinic. Remote work is not supported for this role.

What You’ll Bring

Minimum 3+ years’ experience in a medical, allied health or similar office-based role

Confidence and professionalism when interacting with clients and clinicians

Excellent verbal and written communication skills

Strong administrative and organisational skills with great attention to detail

Ability to manage multiple demands and prioritise tasks effectively

Familiarity with Medicare billing processes and practice management software (Halaxy experience highly regarded)

Confidence using multiple communication platforms (email, phone, Slack, etc.)

A team-oriented attitude and the ability to work independently when required

A genuine interest in mental health and supporting people on their care journey

How to Apply

If this sounds like the kind of role and workplace where you’d thrive, we’d love to hear from you. Please apply via SEEK with your CV and a cover letter introducing yourself and outlining what draws you to this role.