Psychology Administration Manager

• Join a stable, supportive team, working remotely in a fast paced and dynamic environment.
• Full-time, permanent position, Monday to Friday 9:00am-5:00pm, fully remote position.
• Be part of an inclusive team that supports your growth, offers learning opportunities, and fosters the collaboration you need to excel.

The Opportunity

Support Pathways is a dynamic organisation offering a holistic approach to disability support, providing Psychology, Occupational Therapy, Support Work and Support Coordination services to participants across Victoria.

We’re seeking a passionate Psychology Administration Manager to remotely support our clinical team.

You will manage scheduling, invoicing, fee processing, and daily communications, while liaising with third-party organisations and community centre managers. This role also involves reporting to the director team, providing training, and assisting with policy and procedure updates. You will play a key role in ensuring the smooth and efficient operation of our psychology and allied health services.

The Role

As the Psychology Administration Manager, you will:

• Process new referrals, ensuring all documentation is complete and compliant, and maintain accurate referral and funding records (NDIS, Medicare, TAC, WorkCover, private).
• Coordinate team meetings, manage shifts, schedules, and performance support.
• Book and manage client and psychologist appointments, reschedules, and non-attendance follow-ups.
• Provide professional support via phone, email, SMS, and Teams, responding to internal and external communications promptly.
• Maintain client records in Halaxy, process invoices, manage service agreements, and assist with third-party report requests and billing compliance.
• Onboard and train provisional and new psychologists in systems, processes, and compliance; monitor caseloads, support diaries, and coordinate team resources.
• Process service agreements, schedule appointments, monitor participant funding, and provide Care Team Meeting reports while following up on inquiries.
• Assist with invoice follow-ups and weekly reporting; supervise and train admin staff; contribute to policies, procedures, and staff communications.
• Apply Mental Health First Aid and welfare procedures as required, escalating high-risk concerns promptly to clinical staff.

The Best Bits

• Full-Time Role: Enjoy meaningful work managing a team of three, reporting to our clients’ Key Psychologist.
• Family-Friendly: Join an organisation that values and supports your family life and work-life balance.
• Flexible Remote Work: Work from home and balance your professional and personal commitments.

About You

To be successful in this position, our ideal candidate:

• Previous experience in a medical, psychology, or allied health administration role preferred. Applicants with equivalent skills and proven capability are also welcome.
• Familiarity with Halaxy or similar practice management software is highly desirable.
• Is proficient in all Microsoft Office applications; experience with Xero is highly regarded.
• Currently holds, or is willing to obtain, a NDIS Screening Check, Police Check, and Working With Children Check (WWCC).

Please note: we will facilitate these checks through the recruitment process, if required.

The Essentials

• Exceptional communication and interpersonal skills, answering phones and manage a high volume of appointments for up to 16 psychologists.
• Strong organisational and time management abilities.
• High attention to detail and accuracy.
• Able to work independently and collaboratively within a team.
• Proficient in Halaxy, Microsoft Teams, Outlook, and general office software.
• Knowledge of mental health services and funding systems, including NDIS, Medicare, TAC, and WorkCover.

If you’re passionate about this opportunity but don’t meet every single criterion, we still encourage you to apply.
We value progression over perfectionism, and so if you’re open about your strengths and weaknesses, and prepared to challenge yourself, we’d love to hear why you believe you’re the best choice.

To Apply

All applications must be lodged online by clicking on the ‘apply now’ button. Please include your full resume and a cover letter clearly addressing the essential criteria.

For more information or a copy of the position description, please contact Jemma at [email protected]

This role requires that a person has the right to live and work in Australia. Applications close 11/12/2025.

Our client is an equal opportunity employer. They celebrate diversity and are committed to creating an inclusive environment for all employees.

Due to a high volume of applications, there may be a delay in hearing from us. Please apply via the “Apply” button, and once submitted, keep an eye on your emails for further updates.