Company Description Mind Psychology Pty Ltd is a mental health practice based in Melbourne, VIC, dedicated to providing person-centred psychological services to diverse clients. The practice focuses on evidence-based interventions and a supportive environment that promotes wellbeing and recovery. Team members collaborate to deliver high-quality care, maintain ethical standards, and ensure a respectful experience for all clients. The organization values professionalism, reliability, and clear communication across clinical and administrative functions. Joining Mind Psychology Pty Ltd offers an opportunity to contribute to meaningful work that positively impacts individual and community mental health.

The virtual administrative assistant provides remote admin support and social media marketing for a Melbourne-based psychology clinic, ensuring smooth day to day operations and a professional online presence.

** Please note, good spoken English is a must for this position, everything else you will; be trained on.

Key responsibilities

• Act as the first point of contact for clients via phone, email, and online enquiries in a warm, trauma informed and professional manner.

• Manage client bookings, rescheduling, cancellations, and waiting lists using practice management software (Halaxy preferred/ full training will be provided)

• Coordinate clinicians calendars, room bookings (if applicable), and telehealth links, ensuring sessions run on time.

• Process payments, Medicare/DVA/private health and third-party invoicing, and issue receipts and statements.

• Maintain accurate electronic client records, referrals, GP reports, and documentation in line with privacy and ethical requirements.

• Monitor and respond to the clinic inbox, SMS system and voicemail within agreed time frames.

• Support onboarding of current clients (intake forms,



consent forms, policy information) and follow up on incomplete paperwork.

• Provide general admin support such as data entry, file organization and basic reporting as requested by the practice owner.

• Key responsibilities – social media marketing

• Manage the clinic's social media accounts (e.g. Instagram, Facebook, LinkedIn) to reflect the clinic's values and mental health focus.

• Plan a simple content calendar promoting services, psychoeducation posts, clinic updates, and community/GP facing information.

• Create and schedule engaging, evidence informed posts (images, reels, carousels, stories) using basic design tools (e.g. Canva).

• Write captions that are clinically sensitive, destigmatise mental health, and include appropriate calls to action.

• Monitor comments and direct messages, responding or escalating to clinicians/practice owner according to clinic guidelines.

• Track basic metrics (reach, engagement, click throughs, follower growth) and provide monthly reports with suggestions for improvement.

• Stay up to date with social media and digital marketing trends in mental health and allied health fields.

Skills and experience

• Previous experience in medical, psychology or allied health reception/admin, or virtual assistant work.

• Strong interpersonal skills with a client centred approach and excellent phone/email manner.

• High level of organization, attention to detail and ability to manage competing priorities independently.

• Confident using cloud-based tools: practice management software, email/calendar, spreadsheets, and social media scheduling platforms.

• Good written communication skills and basic graphic design skills for social media content.

- • Understanding of confidentiality, privacy, and ethical considerations in mental health settings (e.g. handling sensitive information).

📌 Virtual Assistant (India)
🏢 dear mind psychology
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