Intake & Administration Officer

Be the first point of connection for clients accessing inclusive, affirming psychological care.

Q Psychology is looking for an organised, warm, and proactive Intake & Administration Officer with exceptional communication skills to join our team at our Geelong clinic.

This is an important role at the heart of our practice. You will help guide new clients from their first enquiry through to being matched and booked with the right psychologist, while supporting the systems, processes and day-to-day administration that keep our clinical services running smoothly.

About Q Psychology

Q Psychology is a leading private psychology practice providing high-quality, evidence-based and affirming psychological services across Geelong and Melbourne.

We are particularly known for our work with LGBTQIA+ and neurodivergent communities, and we are committed to creating an environment where clients feel respected, understood and welcomed from their very first interaction with us. Our administrative and intake team plays an essential role in making that happen.

About the role

The Intake & Administration Officer will coordinate the intake journey for our clients, from initial enquiry through to allocation, booking, and commencement of services. They will work closely with our intake team, psychologists, reception staff and practice leadership to ensure clients receive timely and helpful communication and that our intake, booking, and administrative systems remain accurate and efficient. This role is based full-time at our Geelong clinic.

Responsibilities include:

• Managing client enquiries across phone, email, and online channels supporting clients through the intake process

• Maintaining accurate client records

• Coordinating bookings, waitlists and client allocations

• Monitoring clinician availability and supporting scheduling, capacity management and calendar accuracy

• Processing referrals, Medicare, NDIS and other funding documentation

• Identifying and resolving administrative issues, maintaining accurate data, and supporting continuous improvement of intake processes

• Providing general reception and administrative support

Importantly, our Intake Officer won't be expected to make clinical decisions. Where an enquiry involves risk, urgency, complexity or requires clinical judgement, this will be escalated to our clinical team.

About the successful candidate

We are seeking someone with experience in healthcare or medical administration. The successful candidate will be exceptionally organised, able to manage multiple competing priorities, and have a high attention to detail. Communication will be a strength, including a warm, professional, and confident manner with clients, including those who may be distressed or navigating complex circumstances.

They will be proactive in identifying issues and taking initiative, confident in using digital systems and quickly learning new software. They will be reliable and accountable with a high degree of autonomy, and committed to confidentiality and the sensitive handling of personal and health information, with a genuine alignment to LGBTQIA+ affirming and neuroaffirming care.

Why join Q Psychology?

We want Q Psychology to be an organisation where people enjoy coming to work and feel connected to what we're trying to achieve. You'll be joining a growing and values-driven psychology practice with a strong commitment to both our clients and the communities we work alongside.

We offer:

●      A warm, inclusive and supportive team environment

●      The opportunity to work within an organisation with a strong LGBTQIA+ and neurodiversity-affirming ethos

●      A role with genuine responsibility and autonomy

●      The opportunity to contribute ideas and improve the way we work

●      A varied role where your work directly contributes to clients accessing psychological care

●      Support from an established administrative, operational and clinical team

Please submit your CV and a brief cover letter via seek. We look forward to hearing from you.