Let’s work together

Interested in working in our dynamic administration team?

About us

Mind Life Clinic is a well-established and dynamic psychology and allied health practice located in Ballarat offering face to face and telehealth services.

We pride ourselves on taking a practical approach to psychology by providing our clients with psychological tools, skills and knowledge that are easy to apply and use.

We provide services to individuals and couples, as well as organisations including employee assistance programs, debriefing, workshops, and seminars.

Our referral base is largely from GPs through the Medicare, WorkSafe and TAC systems and local businesses. We operate in a great local area (see below for further details) and have an established telehealth client base also.

What the role involves

We are seeking a warm, organised, and proactive Client Support Assistant to be the welcoming face of our clinic. This role is central to creating a positive client experience while supporting the smooth day-to-day operations of our reception.

Afternoon availability Monday to Friday is required (typically around 12:00pm–5:00pm), with some flexibility in exact start and finish times. Potential for occasional weekend work in the future.

Key responsibilities

  • Welcoming clients and ensuring a comfortable, professional environment

  • Managing reception, waiting areas, and clinic supplies

  • Supporting client check-in and check-out, including payments and Medicare processing

  • Booking appointments and maintaining accurate client records

  • Responding to phone, SMS, and email enquiries

  • Preparing attendance certificates and client documentation

  • Coordinating appointment confirmations and managing waitlists

  • General administrative tasks including filing, scanning, and preparing client files

About you

  • Friendly, professional, and client-focused

  • Highly organised with strong attention to detail

  • Confident with administrative systems and multitasking

  • Able to work independently and as part of a team

What will set you apart

  • Experience with marketing or design tools such as Canva (or similar)

  • Enjoyment in creating brochures, advertising material, worksheets, and professional resources

  • Confidence in assisting with website updates

  • Flexibility to work additional hours during staff leave periods

This is a dynamic, people-focused role ideal for someone who enjoys creating a welcoming environment while keeping things running efficiently behind the scenes.

The local area

  • Just over 1 hour to Melbourne CBD

  • Affordable housing in a property growth corridor in both residential and rural surroundings

  • Access to major retailers

  • First grade hospital and health facilities

  • Excellent range of reputable public and private schools

  • Local farmers’ markets and tourist attractions

  • Short drive to wine district and Grampians region

  • Only 35 minutes to Hepburn and Daylesford Spa country

  • Wide range of restaurants and strong café culture

  • Just over 1 hour to Geelong and surf coast beaches

  • Many sporting and recreational facilities

Three women are sitting around a dining table in a kitchen, engaged in conversation and smiling. One woman is holding a coffee mug, another has a coffee mug in front of her, and the third woman is also holding a mug. There is a potted plant on the table and a kitchen counter with appliances and shelves in the background.
A family of black swans with four ducklings swimming on a lake during sunset.

Complete your details below to apply for this exciting role