Administrative Assistant

Administrative Assistant at Availence Collective Pty Ltd

Availence Collective Pty Ltd is seeking an Administrative Assistant for a part-time, onsite role in Murwillumbah. The position offers an hourly salary of $30 – $35.

Availence Collective Pty Ltd is a professional team that values precision, compassion, and a sense of humour. The practice offers individual therapy, group therapy, and psychological assessments, utilising a range of evidence-based practices across different life stages. The company is committed to a high-quality client experience, streamlined operations, and a welcoming atmosphere. Individuals who are organised, enjoy interacting with people, and can perform with flexibility and poise are encouraged to apply.

The Role The Administrative Assistant will be responsible for ensuring the smooth operation of the practice. This role involves managing schedules, payments, emails, and client interactions with a calm, confident, and adaptable approach. The successful candidate will serve as a primary point of contact for clients and provide key support to clinicians. While clear processes and systems will be provided, the role also values initiative, self-direction, and the ability to professionally assess and respond to situations, both individually and as part of a team.

This part-time position requires availability for a fixed schedule determined by practice needs.

Key Responsibilities

• Client Coordination & Scheduling
• Manage bookings, reschedules, and cancellations within the practice management system (Splose). Training will be provided for this system.
• Communicate with clients regarding appointments, invoices, and general inquiries.
• Maintain accurate and secure client records, adhering to confidentiality standards.
• Billing & Payments
• Process payments, issue invoices, and monitor outstanding balances.
• Reconcile daily transactions and follow up on overdue payments as per practice policy.
• Manage payment processes for Medicare, private health insurance, and third-party providers.
• Administrative & Office Support
• Review and respond to emails twice daily to track payments, process reports, and liaise with clients and practitioners.
• Prepare, store, and file reports and documents accurately.
• Assist practitioners with referral processing and document organisation.
• Practice Operations & Compliance
• Adhere to policies and procedures to ensure smooth and compliant practice operations.
• Assist with the onboarding of new staff and the maintenance of practitioner records.
• Utilise structured workflows to track outstanding tasks, payments, and communications.

What We're Looking For

To succeed in this role, you will need:

• Previous administrative experience, with a preference for experience in a medical, psychology, or related field.
• A minimum of 1 year of administrative experience in a professional setting.
• High levels of organisation, attention to detail, and skill in prioritising tasks.
• Excellent written and verbal communication skills.
• Comfort with technology, including practice management software and Google Workspace.
• The ability to remain poised under pressure, maintaining a calm and solution-focused approach.
• Flexibility to adapt quickly without losing focus.
• Discretion and professionalism when handling sensitive information.
• The ability to work effectively independently and collaboratively within a team.

Why Join Us? Availence Collective Pty Ltd offers a supportive, professional, and values-driven team environment. There are opportunities for professional development and progression. This role values initiative, adaptability, and personal style. You will be part of a growing, respected psychology practice with a strong community reputation.