Office Administration, Melbourne

Office Administration Melbourne Specialist Relationship Counselling Clinic Malvern, Melbourne VIC (Hybrid) Administrative Assistants (Administration and Office Support) Casual/Vacation 30 to 35 per hour Low application volume About the Role We are seeking a highly organised, professional, proactive and tech-savvy Office Administrator to support the smooth running of our clinic. We are a specialist relationship counselling clinic, primarily providing counselling support to couples. This casual role requires flexibility, strong attention to detail and excellent communication skills. While experience in a medical or healthcare environment is preferred, candidates with general administration experience are also welcome to apply. Confidentiality is essential in all aspects of this role, as you will be handling sensitive client and clinic information. Working hours will be flexible, a few hours each day will be required but preferred hours will be negotiated with the successful applicant to ensure flexibility for both parties. Location Suite 4/147 Wattletree Road in Malvern Brighton clinic email address with resume and cover letter. Daily Hours Monday to Friday (casual hours, to be discussed) Start Date Monday 16th March 2026 (preferred) Salary 30 to 35 an hour, depending on experience. Key Duties/Responsibilities Answering clinic phone Calling clients to to confirm, change or cancel appointments Receiving and responding to emails in a timely manner Maintain waiting list service Booking clients accurately into the booking system (Cliniko) Weekly Client Payment Reconciliation and Prepare Weekly Payment Summaries for Service Providers (may not start with this role straight away) Downloading and uploading documents Providing claimable receipts for service Preparing Zoom meetings for appointments Ordering and maintaining office supplies Follow up outstanding client payments Send correspondence to service providers and clients Prepare Services and Licence Agreements Conduct administration inductions for service providers and interns Website management with the assistance of our IT consultant Maintain a register of service provider's availability Prepare management reports for service provider’s to Weekly Enquiries, Number of Appointments Each Week, Summary of New Clients, etc. Assist with the set up of new clinic location to computer and operating systems Key Qualities and Skills Highly organised and detail oriented Clear, concise and professional written and verbal communication Flexible, proactive and able to work independently Problem-solving skills and ability to troubleshoot administrative issues Strong computer skills, including Microsoft Office, experience with Cliniko is a plus Comfort with learning new systems quickly Ability to maintain strict confidentiality and handle sensitive information with discretion Professional telephone and email manner Requirements Previous administrative experience required, medical or clinic experience preferred Flexible availability to accomodate clinic needs Ability to work efficiently and accurately in a fast-paced environment Benefits Flexible, casual work hours Hybrid role, only one day required in the clinic (doesn’t require a full day) Opportunity for expansion of duties/skills Potential to move to a permanent part-time position after 12 months Training opportunities for new systems Exposure to healthcare administration as a benefit for career development Supportive team environment