Intake & Scheduling Assistant

Excelsis Group
West Leederville, WA

Join a practice that genuinely changes lives.

At Excelsis Group, we believe that every interaction matters. For many families, our Intake & Scheduling Assistant is the very first person they speak with during an incredibly difficult time. Your kindness, professionalism and ability to create calm can make all the difference.

We are seeking an exceptional Intake & Scheduling Assistant to join our growing administrative team. This is far more than a reception role, it is a client care and practice coordination position that requires outstanding organisation, emotional intelligence and attention to detail.

Working closely with our Clinical Director, you will help ensure that clients are matched with the right practitioner, appointments run efficiently, and families receive an exceptional experience from their very first enquiry.

About the Role

Your responsibilities will include:

Managing new client enquiries via phone, email and our online referral system.

Conducting intake calls with warmth, professionalism and confidence.

Matching clients to the most appropriate psychologist or clinician based on their presenting concerns and practitioner expertise.

Scheduling and coordinating appointments across multiple clinicians and clinic locations.

Managing waitlists and proactively identifying opportunities to bring clients in sooner.

Communicating with GPs, schools, allied health professionals and external agencies when appropriate.

Monitoring practitioner calendars and ensuring appointments are booked efficiently.

Preparing client documentation and ensuring all intake forms are complete before appointments.

Maintaining accurate clinical records within our practice management software.

Assisting families with Medicare, referrals, private health and funding enquiries.

Providing exceptional customer service while maintaining confidentiality and professionalism.

Supporting the Clinical Director with administrative and operational tasks as required.

About You

The successful applicant will:

Have exceptional communication and interpersonal skills.

Be highly organised and thrive in a fast-paced environment.

Be confident managing multiple competing priorities.

Have outstanding attention to detail.

Demonstrate initiative and excellent problem-solving skills.

Be compassionate, calm and professional under pressure.

Have strong computer skills and be confident learning new software systems.

Work independently while also contributing positively to a collaborative team.

Present professionally and communicate with warmth and empathy.

Desirable Experience

While not essential, experience in any of the following would be highly regarded:

Medical, psychology or allied health administration.

Intake or client care coordination.

Appointment scheduling in a busy healthcare setting.

Medicare and referral pathways.

Practice management software (particularly Zanda Health).

Microsoft Office 365.

Why Join Excelsis Group?

At Excelsis Group, we are passionate about providing outstanding psychological care and speech pathology services to children, adolescents, adults and families. We are equally committed to creating a supportive and positive workplace where our team feels valued and empowered.

We offer:

A supportive and collaborative team culture.

Comprehensive training and ongoing professional development.

Modern clinic environments.

Opportunities for career progression as our practice continues to grow.

The opportunity to make a genuine difference in the lives of individuals and families every day.

To Apply

Please submit:

A current resume.

A cover letter outlining why you would be a great fit for this role.

Details of two professional referees.

We encourage applications from individuals who are passionate about providing exceptional client care and who take pride in delivering work of the highest standard.

Please submit your resume, a cover letter outlining why you would be a great fit for this role, and the details of two professional referees via SEEK or email your application to rec••••••••@excelsispsychology.com

Applications will be assessed as they are received, and the position may be filled prior to the closing date.