Victorian Counselling & Psychological Services (VCPS) is an experienced mental health service provider to private clients, Australian Government departments, Primary Health Care Networks (PHNs) and insurers. Utilising digital health technology and a national network of allied health providers, VCPS delivers programs from its Victorian clinics and across Australia.

Position Overview

The Administrator supports the smooth daily operation of the practice by providing high-quality administrative and customer service support to clients, practitioners, and internal team members. This role assists with appointments, enquiries, documentation, and general day-to-day practice operations while maintaining a welcoming, organised, and professional environment.

The Administrator plays an important role in supporting client experience, practitioner coordination, and accurate administrative processes. This position suits someone with experience in medical or allied health administration who enjoys being organised, client-focused, and Key Responsibilities

Key Responsibilities:

• Phone management, bookings, Intake, emails, and reception
• Medicare and third party billing, invoicing, and payment processing
• Scanning, filing, and documentation management
• Mail distribution and outgoing correspondence
• Client service and practitioner support
• Stock control and room checks
• General clerical and day-to-day administrative tasks

Duties include:

• Answering telephones and managing patient bookings
• Patient enquiries, triage
• Invoicing and Medicare billing
• General clerical/reception duties
• Any day-to-day duties that may arise around building

Key Skills & Attributes

• Previous experience in medical or allied health administration
• Strong organisation, time-management, and attention to detail
• Warm, professional communication style (written and verbal)
• High level of confidentiality and emotional intelligence
• Comfortable using practice management software (e.g. Coreplus or similar)
• Ability to work calmly under pressure and manage competing priorities
• A compassionate, client-centred approach

Work Schedule

• Supports practice operating hours (Mon–Thu 8am–7pm; Fri until 6pm; Sat 9am–5pm)
• Involves early/late shifts and working 1 in 3 Saturdays, with a weekday RDO

VCPS is a vibrant, high performing and incredibly rewarding workplace, and we take pride in creating exceptional and meaningful work experiences.

Please reach out to our Practice Manager ***************@vcps.com.au with your resume and any questions.