Administration: Clinical Diary Scheduler

Location: Carlton, Victoria

Position Type: Part-time (3 days a week, with potential to increase in the future)

About Us: The Child and Adolescent Neuropsychology Group (CANGROUP) is a leading provider of child and adolescent neuropsychological and mental health services. Our dedicated team of neuropsychologists is committed to supporting the wellbeing of children and families.

We are seeking a professional, detail-oriented, and proactive Administrative Support team member to join us as a Clinical Diary Scheduler, playing a key role in supporting the clinic's day-to-day operations. We're looking for someone motivated to provide a caring, empathic, and professional approach to all clients, with an interest in working with children and neurodevelopment.

Reporting to: Practice Manager

Key Responsibilities

Patient Scheduling & Coordination

• Manage and coordinate the diaries of multiple neuropsychologists and allied health clinicians

• Schedule neuropsychological assessments, feedback sessions and follow-up appointments

• Manage appointment confirmations, reminders, cancellations and waitlists

• Coordinate assessment logistics, including room bookings and ensuring required documentation is available

• Optimise clinician schedules to balance efficiency with client needs

Client & Family Communication

• Serve as the primary point of contact for families via phone and email, providing compassionate and informative assistance

• Greet and assist patients and families in a friendly, professional manner

• Communicate clinical and administrative information to parents in clear, accessible language

• Liaise with families, schools and referral sources regarding appointments

• Navigate sensitive family situations and client concerns (e.g. costs, outcomes, wait times) with diplomacy and professionalism

Documentation & Records

• Maintain accurate and confidential client records in compliance with clinic policy and privacy requirements

• Assist in preparing intake forms and supporting documentation

• Assist in organising and preparing assessment reports

Billing

• Assist with billing, including verifying insurance/Medicare information and processing payments

• Liaise with the finance team to ensure accurate, timely invoicing

• Respond to billing-related enquiries clearly and professionally

Team & General Office Support

• Facilitate communication between clinicians, consultants and other clinic staff

• Support the organisation of team meetings and events

• Manage office supplies and general reception duties, including filing and maintaining a tidy, well-presented clinic space in line with OH&S standards

• Support other administrative tasks as required

About You

• Excellent written and verbal communication skills, with the ability to translate clinical information into clear, parent-friendly language

• Strong multitasking and organisational skills in a fast-paced environment

• A friendly, approachable, and empathetic manner, with the ability to uphold confidentiality at all times

• High proficiency in Microsoft 365 (Outlook, Excel, Word, Teams, Forms)

• Sound judgement and composure when managing competing priorities or difficult conversations

Qualifications & Experience

• Minimum 2 years' experience as an administrative assistant in an allied health, medical, or legal setting

• Familiarity with medical or mental health office procedures

• Understanding of Medicare and private billing processes is advantageous

• Full working rights in Australia required

Benefits

• Competitive salary in line with the Health Professional and Support Services Award, commensurate with experience ($70,000–$80,000 including superannuation)

• A friendly, supportive workplace focused on client and team wellbeing

• The opportunity to make a genuine, positive impact on the lives of children and families

How to Apply: Please submit your resume and a cover letter detailing your relevant experience to *****@cangroup.com.au, including a written response addressing the "About You" and "Qualifications & Experience" sections above. Applications without this written response will not be considered.

Please include "Administrative Support (Clinical Diary Scheduler) – [Your Name]" in the email subject line.

Applications close: Monday, 31 August 2026

CANGROUP is an equal opportunity employer. We encourage candidates from all backgrounds to apply.