Administration / Office Support

Mindstate Psychology is a dynamic and growing psychology practice which provides clinical psychology treatment, forensic assessment, and neurofeedback training.  We are a leading provider of psychological assessments for court.

We are looking for a permanent, full-time Administration Officer to manage our growing Forensic Psychology arm. We are particularly keen to hear from you if you have a background in legal administration. Key duties involve liaising with law firms, preparing costings for legal assessments and overseeing the assessment process from enquiry to completion. We will provide the necessary training for you to work effectively in this exciting role and as part of the administrative team in this growing business.

About You

You need to be mature, reliable, client focused and dynamic. As a member of the broader reception team, you will share responsibility for the efficient running of the front office, including reception / admin duties and assisting the Practice Manager and Director. 

You must be self-directed and independent in your work, able to problem solve and think outside the square when necessary. You will need a friendly personality, be confident and enjoy working as part of team. This is a long-term permanent position in a respectful, supportive and friendly environment.

The successful candidate will possess the following:

• Ability to review information, extract necessary details, use it to prepare quotes and costings. 
• Ability to track information over time and remember details by using computer systems.
• Excellent empathy and communication skills, with the ability to build rapport quickly and make legal referrers and clients feel confident in Mindstate Psychology.
• Capacity to politely but assertively deal with people who may be emotional and sometimes angry.
• A commitment to high standards and an eye for detail
• Reliability, confidence and resilience
• A strong work ethic and can-do attitude, with willingness to continually expand the comfort zone and grow
• Great organisational, time-management skills and ability to prioritise tasks
• Self-motivated and able to work independently
• Values confidentiality

About the role:

• Prepare cost estimates for legal assessments
• Scheduling appointments (experience with PowerDiary desirable) and managing practitioner workflow
• Managing telephone and email enquiries, with a key focus on forensic assessment enquiries. 
• Advanced communication skills (oral and written) and experience with Microsoft Word, Teams, and adequate typing skills.
• Ability to learn new computer systems to manage workflow.
• You will be part of the general administrative / reception team responsible for creating a great experience for every patient and family.
• General administration roles such as operating photocopier, assisting practitioners, supervising psychological testing, etc
• Maintaining a clean and efficient work environment 

• Possess a valid driver's licence and a car for occasional offsite tasks (we provide free parking and reimburse travel expenses).
• Some event coordination on occasion (knowledge of Eventbrite is desirable).
• Assist in processing payments, basic bookkeeping, and managing accounts

We are looking for a full-time permanent employee interested in a long-term position. There is some flexibility in the times worked. If you have the right personality and capability we are willing to provide training in areas you lack.

Please send a cover letter which includes some description of how you would be able to fulfil the requirements of the role, and a CV. We will require a copy of your current police clearance before commencing work.  Contact us via seek or email to  ****@mindstatepsychology.com.au