Are you a Melbourne-based Receptionist with experience in client intake and take pride in delivering exceptional customer service? We are a friendly and supportive team of mental healthcare professionals looking for someone like you. Location: Collingwood, Victoria (in office) Employment Type: Full-time (5 days per week) Salary: Competitive Award based salary under Health Professionals and Support Services Award (MA000027) 'Support Services Employee'. Rates based on experience, with additional support for professional development.
About Us The Mind Room is a leading mental health, well-being, and performance psychology practice based in Collingwood, Victoria. Since 2012, we have delivered individual and couple therapy, coaching, Employee Assistance Programs (EAP), training, and consultancy services. Our mission is to positively impact one million client engagement hours by 2035, working with values-driven businesses across the health, sports, creative, and for-purpose sectors.
The Role We're seeking an experienced and dedicated professional to join our team as an Operations Officer – Intake . This full-time role is ideal for someone who values long-term career stability and takes pride in providing exceptional service.
As the first point of contact for new clients, you will play a pivotal role in ensuring they feel supported and understood. Combining strong organisational skills with a customer-focused mindset, you will help match clients to the right clinicians while ensuring smooth and efficient intake processes. This is a fantastic opportunity to make a meaningful impact in a supportive and purpose-driven workplace.
Key Responsibilities Client Intake Coordination : Act as the primary point of contact for potential new clients, responding to inquiries with professionalism and care. Register client details, identify needs with clinician support, and book initial appointments. Service Excellence : Ensure all communications with clients are warm, clear, and timely, contributing to an outstanding client experience. Administrative Expertise : Maintain accurate intake records using platforms like Halaxy and Google Suite, ensuring compliance with privacy and regulatory standards. Collaboration : Work closely with the Front of House team and clinicians to meet client retention and engagement goals, contributing to the continuous improvement of processes. Team Contribution : Be an active member of our team, fostering collaboration and helping to maintain a professional, welcoming work environment. This role is designed for an experienced professional who thrives in a client-facing environment and is looking for a long-term career opportunity. You'll bring:
Professional Experience : 3+ years of experience in a healthcare, mental health, or allied health intake role, with a strong focus on client service. Customer Service Excellence : 5+ years in a professional, client-facing role where you've demonstrated superior interpersonal and communication skills. Tech Proficiency : Comfortable using practice management software, Google Suite, and other tools to manage workflows and communications efficiently. Dedication and Professionalism : A commitment to client care, excellent organisational skills, and the ability to manage sensitive information with the utmost integrity. If you're passionate about providing exceptional service and want to build a long-term career with a values-driven organisation, we'd love to hear from you.
How to Apply Please submit your resume along with a cover letter addressing why you're excited about this role and how your experience aligns with our needs. Applications can be submitted via email to with the subject line: Operations Officer Intake Nov 2024.
Recruitment Process Notes: Applications will be reviewed as received and we reserve the right to close the selection process at any time. Applicants must have current rights to work in Australia. As part of our commitment to thorough HR practices, we will notify all applicants of the outcome of their application. #J-18808-Ljbffr