Psychological Services Administrator
Jewish Care
Make a meaningful difference behind the scenes, supporting a community recovering from trauma.
Jewish Care is seeking a compassionate and highly organised Clinic Administrator to support the delivery of our new psychology clinic. This role will be part of a supportive team, and we offer salary packaging and staff benefits including both Jewish and public holiday leave.
As the first point of contact and being central to our client experience, you will create a welcoming and respectful environment for individuals seeking psychological support, while ensuring the clinic operates smoothly and efficiently.
Working closely with psychologists and the Senior Clinical Psychologist, you will play a key role in connecting people to care and supporting the day-to-day coordination of a trauma informed service.
Why join JewishCare
- Be part of a purpose-driven organisation supporting community recovery and wellbeing
- Work within a supportive, multidisciplinary team environment
- Contribute to a new and growing clinical service making real impact
- Access salary packaging and employee benefits available to not-for-profit staff
- Be part of an organisation that values care, dignity and inclusion
What you’ll be doing
- Welcoming clients and managing enquiries with warmth, professionalism and care
- Coordinating appointments, schedules and clinic flow to support both clients and clinicians
- Supporting client intake, documentation and record management within CRM systems
- Ensuring a seamless and organised experience from first contact through to ongoing appointments
- Assisting the clinical team with administrative coordination, reporting and clinic operations
Key Responsibilities
Client Intake & Booking
- Serve as the first point of contact for community members arriving for psychological appointments, providing a warm, welcoming, and non-judgmental experience
- Manage calls and emails directly relating to enquiries and bookings
- Send appointment confirmations to clients to support attendance
- Manage cancellations, waitlists, and rescheduling in a timely and sensitive manner
- Coordinate and maintain the psychologists’ appointment schedules, ensuring optimal use of available clinic hours
- Prepare daily schedules for clinic psychologists, communicating any changes promptly
CRM Management & Client Records
- Register new clients in the CRM system accurately and in a timely manner, ensuring all required information is captured at the point of intake
- Maintain up-to-date and accurate client records within the CRM
- Ensure all client data is handled with strict confidentiality and in accordance with relevant privacy legislation and organisational policy
- Generate reports from the CRM as required to support service planning, reporting, and quality improvement
Documentation & Paperwork
- Ensure all client-facing paperwork is prepared in advance of appointments, including consent forms, intake forms, and privacy agreements
- Support clients to complete required documentation at the point of intake or attendance, offering clear guidance and assistance as needed
- Follow up on any outstanding documentation to ensure client files are complete before or following each appointment
Administration & Clinic Operations
- Manage day-to-day administrative tasks including correspondence, and maintaining clinic common areas
- Support the Clinical Lead with reporting, quality assurance, and any clinic-wide administrative tasks as required
- Escalate any operational risks, issues, or concerns to the Clinical Lead in a timely manner
Key Capabilities & Attributes
- Warm, approachable, and highly empathetic communicator who creates a safe and welcoming environment for all community members
- Genuine, client-centred and trauma-informed approach to working with vulnerable individuals
- Strong attention to detail and high level of administrative accuracy, particularly in relation to data entry and documentation
- Ability to handle sensitive, personal, and confidential information with the utmost discretion and professionalism
- Confident and proficient in using CRM systems, scheduling software, and standard office tools
- Strong organisational skills with the ability to manage a busy and dynamic schedule across multiple priorities concurrently
Selection Criteria
Essential
1. Demonstrated experience in an administrative, coordination, or client-facing support role, preferably within a community, health, or social services setting
2. Strong administrative and documentation skills, including experience maintaining accurate client records and managing digital filing systems
3. Experience using CRM or client management systems and scheduling software with accuracy and attention to detail
4. High level of empathy and ability to communicate clearly and compassionately with individuals from diverse backgrounds, including those experiencing distress or vulnerability
5. Strong organisational skills with demonstrated ability to manage a busy schedule and multiple competing priorities concurrently
Desirable
1. Experience working in mental health, allied health, or community services environment
2. Familiarity with trauma-informed practice and understanding of its application in a frontline or administrative capacity
3. Knowledge of or experience with privacy legislation and confidentiality obligations as they apply to health and community services
4. Understanding of Jewish culture, traditions and community sensitivities, with the ability to engage respectfully and effectively with members of the Jewish community
