At DS Psychology Group, our vision is simple yet powerful — to Foster Hope and Passion for Life! Since 2013, we’ve grown into a large, values-driven psychology practice built on care, community, and genuine connection. We believe in creating an environment where every team member feels supported, valued, and part of something meaningful.

We’re currently seeking a warm, proactive, and enthusiastic Receptionist/Administration Assistant to join our vibrant team. This role is perfect for someone who loves engaging with people, takes pride in delivering exceptional customer service, and is passionate about making a positive difference in the lives of others.

This position is a customer service facing reception role within the counselling and assessment service.  This position would suit someone who is local and available for a minimum of 18-25 hours a week. The successful candidate will be required to work a minimum of one afternoon/evening shift a week (Mon - Thurs- reception closes at 7pm) and the occasional Saturday (5 hour shift). There are opportunities for additional hours to cover leave.

Qualifications & experience

• Excellent interpersonal skills including the ability to relate well to clients, referrers and other team members

• Excellent organisational skills to enable efficiency in the administrative role and previous experience with Halaxy desirable.

• Strong enthusiasm and ability to thrive in a busy customer service role that will continue to evolve with developing business needs

• Ability to work in a team focussed environment and jump in to help others

• Ability to multitasking across a range of areas, manage interruptions and complete tasks in timely manner

• Previous administration or reception experience desirable

• Strong ethical standards in relation to the business, the role and confidential client information

Key Tasks & Responsibilities

As a valued member of our reception and client care team, you’ll play an essential role in creating a positive experience for every client who connects with DS Psychology Group. Your day-to-day responsibilities will include:

• Delivering outstanding customer service — warmly welcoming and supporting clients both in person and over the phone, ensuring every interaction reflects care and professionalism.

• Managing new client intakes — guiding clients through the new client intake process by collecting details, discussing service expectations, and matching them with the most suitable practitioner.

• Accurate data management — entering client information into our practice management system (Halaxy), uploading referral letters and approval documents, and maintaining up-to-date and confidential records.

• Processing client payments — ensuring smooth and accurate financial transactions for counselling and assessment services.

• Supporting clinician schedules — managing the Halaxy calendar, rebooking clients, monitoring reminder messages, contacting waiting lists, following up cancellations, and adjusting appointments as needed.

• Communicating effectively — with the team through Slack and helping streamline administrative processes.

• Maintaining clinic standards — keeping the reception and waiting areas tidy, professional, and welcoming for clients and staff.

• Adhering to policies and procedures — showing attunement and consistency in following clinic administration guidelines and protocols.