Administration Officer

About Us
Think Health Specialists is a warm and professional mental health clinic located in Newstead. We provide administrative support to Psychiatrists and Allied Health Clinicians, creating a calm and organised space for both clients and clinicians. We’re passionate about delivering high-quality, compassionate care — and our administration team plays a central role in making that happen.

About the Role
We’re looking for a friendly and capable Administration Officer to join our team on a part-time basis (at least 3 days per week, with the option for more). This is an in-person role based at our Newstead clinic.

You’ll be the first point of contact for our patients, helping to manage the day-to-day running of the clinic and supporting our clinicians in delivering exceptional care. The clinic operates between 8:00am and 6:00pm, so availability within these hours is required.

Key Responsibilities

• Greet and liaise with patients in a professional and compassionate manner

• Manage clinician calendars, appointments, cancellations, and waitlists

• Answer phone calls, respond to emails, and manage general enquiries

• Coordinate new patient intake, referral documentation, and medical records

• Communicate with external clinics, including GPs, psychologists, and other referrers

• Process payments, issue invoices, manage Medicare/DVA billing, and arrange refunds where necessary

• Maintain accurate and confidential patient records in accordance with privacy legislation

• Monitor and order office and clinical supplies as needed

• Support onboarding and orientation for new clinicians and staff

• Open and close the clinic, ensuring the environment is clean, tidy, and welcoming

• Perform general administrative tasks to support smooth clinic operations

About You

• Previous experience in a healthcare, mental health, or medical reception setting is desirable

• Familiarity with medical clinic software (preferably Xestro or similar)

• Comfortable using online and cloud-based systems

• Confident using Outlook and OneCloud, or quick to learn new tools

• Excellent verbal and written communication skills

• Strong organisational and time management abilities

• High level of discretion and professionalism in handling sensitive health information

• Current First Aid training (preferred)

• A calm, proactive, and patient-focused attitude

What We Offer

• A supportive, friendly team environment

• Opportunities to contribute to meaningful work in the mental health space

• Convenient Newstead location with public transport nearby

• Hourly rate of $24.87 – $30.13, depending on experience and classification. Renumeration can be negotiated based on experience.

  • Remuneration in line with the Health Professionals and Support Services Award

• Training and support provided, including orientation to clinic systems and procedures