Administration/Client Relations Officer

About Us

The Victorian Psychology Clinic (VPC) is a vibrant and expanding psychology practice, with two clinic locations in Essendon and Moonee Ponds. Since opening our doors in July 2023, we’ve grown rapidly and now have a team of 22 dedicated psychologists, working with both adolescents and adults.

VPC is led by Clinical Psychologist, Dr Shara Granger, supported by our Practice Coordinator, and is committed to delivering high-quality care while fostering a collaborative, welcoming team culture. Our team is made up of experienced and ethical professionals who support one another, and we always make time for a laugh, even on the busiest days.

Our practice is built on three core values: Welcoming, Experienced, and Collaborative. We’re looking for someone who embodies these values in both their work and interactions with others.

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The Role

This position can be offered as full-time or approximately 0.8 FTE, and we are open to considering part-time arrangements for the right candidate(s).

As a Client Relations Officer, you will play an integral role in our team, with your daily responsibilities coordinated by our Practice Coordinator. This role is ideal for someone who thrives in a fast-paced, people-focused environment, enjoys creating a positive first impression, and is highly organised.

We’re looking for a motivated and proactive team member who is excited to grow with us as we expand and develop our clinic. Since our psychologists primarily work with clients during the day, you will often work independently, drawing on your strong communication and interpersonal skills to manage the following responsibilities:

Tasks

Client Service & Front Desk

Serve as the first point of contact for all visitors and clients, providing a warm and professional welcome.

Respond to inquiries via phone and email in a timely and professional manner.

Handle inbound calls from potential and existing clients.

Make outbound calls to follow up with potential and current clients.

Appointment & Records Management

Schedule new clients with the appropriate clinicians, ensuring a good client–clinician match and sending intake forms.

Follow up on non-completed intake forms.

Coordinate client cancellations and rescheduling.

Maintain and manage client waitlists.

Ensure referral information is accurately managed and updated.

Maintain communication with referring professionals.

Billing & Administration

Follow up on outstanding invoices and manage payment reminders.

Have a working knowledge of the Medicare system and its processes.

Adhere to VPC policies, procedures, and practices.

Marketing & Community Engagement

Assist with marketing efforts, including visiting GP offices to distribute materials.

Upload content to our social media platforms to promote the clinic.

Clinic Presentation & Team Support

Contribute to maintaining the cleanliness and professional appearance of the clinic.

Take initiative in handling clinic responsibilities and duties, contributing to the smooth operation of the practice.

** Essential Skills**

Previous experience as a receptionist or administrative assistant in a medical, psychology, or allied health setting.

Highly organised, reliable, and efficient, with strong attention to detail.

Excellent interpersonal skills, with the ability to set boundaries when needed while remaining calm and effective under pressure.

Outstanding verbal and written communication skills.

Skilled at converting client inquiries into confirmed appointments with the most suitable psychologist.

Confident with technology, including Microsoft Office, email, scanning, and cloud-based client management systems; experience with Halaxy software is highly regarded.

Able to work independently and show initiative in addressing tasks and resolving challenges proactively.

A general understanding of common clinical issues and the therapeutic approaches used by psychologists.

A genuine passion for helping others and supporting their wellbeing.

Flexibility to occasionally adjust hours to support clinic needs.

Benefits of working with VPC

Opportunities for career growth and skill development within a growing clinic.

A supportive, professional, and friendly team environment.

Prime clinic locations with easy access to public transport and convenient all-day parking nearby.

Quarterly team social events to connect and celebrate our work together.

If you’re ready to bring your skills and warmth to a growing psychology practice, we’d love to hear from you.