Practice Coordinator – Neira Psychology

Practice Coordinator – Neira Psychology (Fremantle) We’re looking for a warm, organised and motivated Practice Coordinator to join our bespoke practice, Neira Psychology. We provide therapeutic services for adolescents and adults in a lovely, welcoming environment in Fremantle. This is a blended, hands‑on role that combines client‑facing administration with practice coordination, operations and systems support to help the clinic run smoothly. A Typical Day at Neira Psychology Each day has its own rhythm. Being front of house, you may begin the morning by opening the practice, touching base with the team, and creating a warm, calm reception space for clients. You’ll oversee the schedule to set the day up for success. Throughout the day, you’ll keep communication flowing — checking in with practitioners about client updates, coordinating schedules, and intaking new clients. You’ll also nurture relationships with our referrers to support strong professional connections. You will also be involved in identifying improvements to our systems, supporting marketing and communications, and assisting with the recruitment and onboarding of admin staff. Whether you’re refining processes or troubleshooting an issue, you’ll bring energy, care and diligence to everything you do. If you thrive on connecting with people, and love keeping a practice running at its best, you’ll find Neira Psychology a professionally grounded environment to thrive in. We’re seeking someone who is proactive, steady under pressure and enjoys being a key point of support for both clients and clinicians. Key Responsibilities: Present a welcoming, calm and professional client experience Oversee client scheduling and manage daily appointment flow Collaborate with clinical staff to create a seamless client journey Respond to client enquiries, concerns and feedback in a timely and thoughtful manner Operational Oversight & Practice Coordination: Support the day‑to‑day running of the practice Identify opportunities to enhance efficiency and work alongside the Business Owner on priorities and improvements Identify opportunities for quality improvement and assist with implementing initiatives Contribute to the development and implementation of practice policies and procedures Staff Support & Administration Team Coordination: Support the recruitment, onboarding, training and supervision of admin staff Foster a positive, collaborative work environment Actively seek ways to strengthen workflow, team communication and staff wellbeing Finance Administration: Manage invoicing, payments and banking with accuracy Monitor outstanding accounts and support improvements in billing processes and cost‑effectiveness Liaise with the Business Owner and/or bookkeeper as needed Technology & Systems: Stay current with updates to practice management software (Halaxy) Assist with implementing relevant systems or technology that improve practice operations Marketing & Communication: Liaise with referrers, insurance providers and health organisations Coordinate marketing activities, identify opportunities and maintain networks Oversee clinic newsletter, social media updates and professional platform profiles Essential Criteria Excellent communication skills and a demonstrated commitment to high‑quality client service Strong work ethic, reliability and professionalism Demonstrated discretion and a commitment to confidentiality principles Excellent time‑management skills and ability to prioritise competing tasks Strong computer and systems skills Ability to navigate day‑to‑day decisions with accountability and transparency Ability to contribute to policy and procedure development Desirable Criteria Experience in the operations or administration of an allied health practice (or similar) Knowledge of Medicare, NDIS, private health and other funding bodies Experience with Halaxy Experience with MYOB or similar accounting systems Hours & Salary 24–34 hours per week, across 4–5 days – (minimum 24 hours/4 days). Must be available to start at 7:45am two days per week Salary range: $65–75K FTE (pro‑rata for part‑time hours) Why Join Us? Competitive salary and benefits package A friendly, respectful, supportive and collaborative team A chance to make a meaningful impact on the mental health and wellbeing of our community A beautiful workspace a short walk from Fremantle’s centre How to Apply If you are genuinely excited about warmly supporting our clients and contributing to the smooth and meaningful functioning of our practice, we’d love to hear from you. Please submit your cover letter, resume, and two referees to: ****@neirapsychology.com – Attn: Corey Neira Applications close: 4pm, Sunday 4 January 2026 Interviews commence: Week beginning 5 January 2026 #J-18808-Ljbffr