Administrative and Client Services Officer

Administrative & Client Services Officer (Full-Time)

Truganina, VIC
Full-Time
$65,000-$75,000 + Super + Professional Development + EAP + Career Progression

About Empowered Minds Australia

Empowered Minds Australia is a growing multidisciplinary allied health practice providing psychology, speech pathology, occupational therapy, behaviour support and early intervention services to children, adults and families.

Our team is passionate about delivering neuroaffirming, trauma-informed and culturally responsive care that empowers people to achieve meaningful outcomes.

As our organisation continues to grow, we’re looking for an organised, proactive and people-focused Administrative & Client Services Officer to become an integral part of our team.

This is more than an administration role. You’ll be the person who helps keep our clinic running smoothly, supports our clinicians to provide exceptional care, and creates a welcoming experience for every client and family who walks through our doors.

About the Role

As the first point of contact for our organisation, you’ll play a key role in ensuring our clinic operates efficiently while providing outstanding service to clients, families, clinicians and external stakeholders.

Key Responsibilities

• Welcome clients and visitors to the clinic with professionalism and warmth.
• Answer phone calls and respond to email enquiries.
• Schedule appointments and manage clinician calendars across multiple disciplines.
• Coordinate client onboarding, including service agreements, consent forms and intake documentation.
• Maintain accurate client records within our practice management systems.
• Support appointment reminders, cancellations, rescheduling and waitlist management.
• Assist with Medicare, NDIS, private billing and general administrative tasks.
• Support compliance by maintaining accurate documentation and records.
• Assist with office administration, supplies and reception presentation.
• Provide administrative support to the leadership and clinical teams as required.

About You

We’re looking for someone who is organised, reliable and enjoys creating structure in a busy environment.

You’ll ideally have:

• Previous administration or reception experience (healthcare, allied health or NDIS experience highly regarded).
• Excellent communication and customer service skills.
• Strong organisational and time management abilities.
• High attention to detail and accuracy.
• Confidence using Microsoft Office, Google Workspace and practice management systems (or the ability to learn quickly).
• The ability to manage competing priorities while remaining calm and professional.
• A proactive approach with the confidence to take initiative and work independently.

Essential Requirements

• Current Working with Children Check
• Current NDIS Worker Screening Check (or willingness to obtain)
• Current National Police Check
• Current Driver’s Licence

What We Offer

At Empowered Minds Australia, we believe investing in our people leads to better outcomes for our clients.

Our team enjoys:

• Competitive salary based on experience
• Ongoing professional development and paid training opportunities
• Access to an Employee Assistance Program (EAP)
• A supportive, collaborative and values-driven team culture
• Genuine opportunities for career progression
• A modern multidisciplinary clinic based in Truganina
• A workplace that values wellbeing and work-life balance
• The opportunity to make a meaningful difference in the lives of children, adults and families every day

How to Apply

If you’re passionate about delivering exceptional client service and want to grow your career within a supportive and expanding organisation, we’d love to hear from you.

Please submit your:

• Resume
• Short cover letter outlining why you’d like to join Empowered Minds Australia

Email: HR@empoweredmindsau.org

Applications will be reviewed as they are received, so we encourage you to apply early.

Diversity & Inclusion

Empowered Minds Australia is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where everyone feels respected, valued and supported. We strongly encourage applications from Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse backgrounds, people with disability and neurodivergent individuals.

Job Types: Full-time, Permanent

Pay: $65,000.00 – $75,000.00 per year

Benefits:

• Employee mentoring program
• Maternity leave
• Professional development assistance
• Referral program
• Salary packaging

Ability to commute/relocate:

• Truganina VIC 3029: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Tell us briefly what makes you the right fit?

Experience:

• administration or client services: 1 year (Preferred)

Licence/Certification:

• Working with Children Check (Preferred)

Work Location: In person