Medical Administration VA (Halaxy) — Australian Child & Family Mental Health Clinic

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TYPE OF WORK

Any

SALARY

$4 to $7 per hour

HOURS PER WEEK

40

DATE UPDATED

Aug 6, 2026

JOB OVERVIEW

Medical Administration VA (Halaxy) — Australian Child & Family Mental Health Clinic

About us

Relational Minds is a child and family mental health clinic in Victoria, Australia. We help families whose children are struggling with big emotions, behaviour, anxiety, and learning. Many of the parents who contact us are worried and worn out. The way we treat them from the first phone call matters as much as the clinical work that follows.

We're looking for a reliable, warm, and organised virtual assistant to run the administration for our Mildura clinic. You'll be the steady person behind the scenes who keeps the clinic running smoothly and makes families feel looked after from their first contact.

What you'll do

- Manage the clinic diary in Halaxy: booking, rescheduling, and confirming appointments, and keeping the calendar accurate
- Be a first point of contact for families by phone and email, with calm and clear communication
- Onboard new families: sending intake forms, collecting consent, and setting up their records
- Process Medicare and NDIS claims and invoicing through Halaxy
- Support our clinicians with admin: reminders, chasing outstanding reports and forms, and keeping records current
- Follow up on anything that's slipping (missing paperwork, unsigned agreements, overdue items) before it becomes a problem
- Keep client records accurate and up to date in Halaxy
- Manage email, documents, and files through Microsoft 365

Essential

Excellent spoken and written English. This is not negotiable. You will speak and write to Australian families every day, often about sensitive things, and they need to feel understood.
Hands-on experience with Halaxy (bookings, billing, and client records)
Confident with Microsoft 365: Outlook, Word, Excel, Teams, and SharePoint
Previous experience in an admin or client-facing role
Reliable internet and a quiet space to take phone calls
Discretion and care with confidential health information

Highly regarded

Experience in Australian healthcare, allied health, NDIS, or Medicare
Experience supporting a busy or growing practice
Familiarity with mental health, paediatric, or family services

Who you are

Calm and warm. Families often reach us stressed, and you help them feel steady.
Organised and proactive. You notice what's slipping and follow it up without being told.
Trustworthy with sensitive information.
Comfortable working independently from home while staying connected to an Australian team.

What this role is not

Not a call centre role
Not passive data entry

You are the operational anchor of the clinic and often the first person a family speaks to. What you do sets the tone for their whole experience with us.

Work details

Remote, work from home
Full-time, long-term. We want someone who will stay and grow with us, not a short-term gig.
Aligned with Australian Eastern Standard Time business hours
Working directly with an Australian leadership team

How to apply

Please include:

A short summary of your Halaxy experience and what you've used it for
Your experience with Microsoft 365
Your experience working with Australian companies or clients
A short note about a time you helped a stressed or upset client, and how you handled it
A brief voice recording (one to two minutes) introducing yourself, so we can hear your spoken English

SKILL REQUIREMENT
Office and Administration Microsoft 365 AI Automation
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