Job Description

Clinic Administration Coordinator

• Location: Hawthorn East, North Melbourne, Dandenong, CBD
• Ongoing, Part-time – 0.6 - 0.8 FTE

Change Lives with a Career in #BetterMentalHealth

We are seeking a Clinic Administration Coordinator in our Cairnmillar Clinics. The purpose of this role is to provide effective coordination of clinic support. This role ensures a seamless, consistent and high-quality experience across all Cairnmillar clinics for consumers of services, and administrative support to clinicians and students working in the clinics.

About the Cairnmillar Institute:

The Cairnmillar Institute is a not-for-profit registered health promotion charity that has been providing high-quality professional education and accessible psychological services to promote the psychological well-being of the community for nearly 60 years.

Cairnmillar is now one of the largest trainers of postgraduate psychologists and counsellors in Australia. We offer an excellent range of clinic services, postgraduate programs in psychology and counselling, and short courses and professional development for the broader community.

The role:

The role is responsible for ensuring high-quality and ethical coordination of services and leadership of the Clinic Support Team.

• Lead and support clinic support team staff.
• Co-ordination of clinic space and resources.
• Planning, leading and implementing administration projects, with the oversight of the Director of Clinical Services.
• Stakeholder liaison, setting up accounts processes and reporting requirements for engaging key MoUs or contracts.
• Manage billing and payment collection including escalation when required for non-payment.
• Contribute to the onboarding, planning, training, induction and offboarding of clinicians and students on placement within the clinics.
• Oversight of management of client files including client file transfers and assisting in responding to subpoena requests, with the support and oversight of clinic leadership staff.
• Cover reception duty as required, including greeting and welcoming all clients, students, staff and visitors to the clinics.

Knowledge and Skills

• Demonstrated experience in a similar role within the allied health/clinical sector.
• Demonstration of leading exceptional, high-quality customer services teams.
• Demonstrated experience in leading and developing administrative processes and health record management.
• Advanced computer skills with a familiarity of computer programs such as Microsoft Office Suite and Virtual Collaboration tools such as MS Teams, Zoom.
• Demonstrated experience using patient management systems relating to the allied health field is advantageous.

Please refer to the Position Description for other duties, skills and experience required for this position.

Application closing date June 5th, 2026

For further information, please contact Dr Archana Kaur, Director of Clinical Services at: archana.kaur@cairnmillar.org.au.

A Police Check and Working with Children Check will be required from the successful applicant as a condition of employment.

How to apply?

Attach your CV and a short statement outlining your interest, relevant skills, and experience via seek. Only shortlisted applicants will be contacted.

Why join Cairnmillar:

• Supportive work environment.
• A fun collaborative team focussed on professional development with continual on-the-job learning
• Open door policy and a genuine focus on wellbeing
• A purpose-driven culture where respect, inclusion and diversity are priority,
• salary packaging options

Cairnmillar values diversity, inclusion and we encourage Aboriginal and Torres Strait Islander, and people of all backgrounds to apply.

The Cairnmillar Institute promotes the following values: collaboration, compassion, integrity, professionalism and respect and promotes behaviours that are consistent with these values at all times. Cairnmillar is an equal opportunity employer committed to attracting and developing a diverse workforce that reflects the community it serves