Virtual Assistant – Administration & Data Entry
VIRTUAL ASSISTANT – ADMINISTRATION & DATA ENTRY
Psychology Practice | AU Client
The Client
Our client is a growing Psychology private practice based in Port Macquarie, Australia. They provide essential mental health services to a diverse range of clients across the Mid North Coast and via telehealth nationwide.
Dedicated to helping people "flourish," the practice is known for its supportive and compassionate approach. As they continue to expand, they are seeking a highly organized and motivated Virtual Administrative Assistant to act as the operational backbone for their team of clinicians.
About the Role
We are looking for a detail-oriented and proactive Virtual Assistant to support the day-to-day administrative operations of a busy and meaningful practice.
This role is perfect for someone who enjoys organisation, structure, and helping things run smoothly behind the scenes — all while being part of a team that truly makes a difference in people’s lives.
If you’re someone who thrives on keeping things organised, communicates with warmth and professionalism, and takes pride in accuracy — we’d love to meet you!
Key Duties Include:
You’ll play a key role in supporting the practice by handling a variety of administrative tasks, including:
- Coordinating and managing the master schedule, including client bookings and appointment reminders.
- Maintaining the client and referral database with strict attention to detail.
- Handling incoming and outgoing calls with a calm, friendly, and professional demeanor.
- Preparing and processing referrals, client paperwork, and formal reports for Doctors and other health professionals.
- Managing Medicare and private health information while maintaining absolute confidentiality at all times.
- Overseeing electronic filing systems and assisting with Facebook/digital marketing management.
- Typing clinical notes, letters, and documents from digital drafts.
- Great English Communication (both spoken & written)
- Strong data entry skills with high attention to detail and accuracy.
- Excellent organizational and time management abilities.
- Ability to work independently and manage tasks remotely.
- A friendly, professional, and approachable demeanor
- Ability to multitask and work independently
- High level of discretion and confidentiality that values integrity & accountability
- Must have a good and positive working attitude and can work well with a team
Bonus Points If You Have:
- Background in psychology, healthcare, or medical administration
- Familiarity with Zanda or similar allied health scheduling systems
- Experience in digital marketing or social media management
- Be part of a purpose-driven team that supports mental health and wellbeing
- Work with an international client in a growing practice
- Develop your skills in healthcare administration
- Enjoy a role that is both structured and meaningful
- Earn Up to 25K – Competitive starting salary with regular performance-based increases to reward your growth and contributions.
- Comprehensive Benefits – Enjoy HMO + Dental coverage and a Retirement Plan upon regularization, providing peace of mind for you and your family.
- Generous Leave and Holiday Breaks – Up to 1 month of leave credits, plus time off during Christmas and New Year’s, so you can relax and recharge.
- Fixed Day Shift, Weekends Off – Embrace a work-life balance with a stable day schedule and weekends to yourself!
- Long-term stable position for the right person
- Trainings to different tools are provided
Ready to Apply?
If this sounds like a role you’d enjoy, we’d love to hear from you!