Front of House Receptionist

Part-time, ongoing (up to 4 days a week) Daytime and evening hours negotiable.

This small sized, big thinking, health, wellbeing and performance psychology community is looking for a Front of House Receptionist to join the team. The ideal candidate will be friendly, organised and professional with a passion for mental health and wellbeing.

As part of the TMR Reception team your role is to make people welcome and comfortable, answer enquiries, triage clients, manage bookings and payments, keep the venue clean, plants watered and provide general administrative support to the team. Hours and days of work are negotiable with the right candidate.

About the Mind Room:

At The Mind Room we value integrity, connection, curiosity, action and joy. 

We believe that when people know more about how their minds work, they suffer less and live more meaningful, connected and satisfying lives. We are about sharing psychological knowledge and tools to empower individuals and communities to not just survive, but thrive. 

Our mission at The Mind Room is to enhance people’s health and wellbeing, so they can live their best life. 

We provide individual and couples therapy, wellbeing and performance coaching, wellbeing assessment, strategy and consultation for organisations, as well as workshops and events with a focus on ACT, CBT, performance psychology, mindfulness and wellbeing science. Our key work streams focus on alleviating mental illness, building wellbeing and enhancing performance.

Key Responsibilities:

Responsible for delivery of day-to-day operations of The Mind Room. Duties include:

Hosting – Greeting and welcoming of all clients and visitors, including offering drinks and basic hospitality. Handling all initial phone, email, website, social media, fax and in-person enquiries to TMR.

Venue care – Opening / closing the venue; turning heaters, lights and alarms on/off; Keeping the venue clean and tidy, emptying bins, and cleaning dishes. Keeping the venue stocked with tissue boxes, whiteboard markers, paper towels, tea, coffee etc.

Diary coordination – Intake and booking of new clients to the practice; booking and scheduling of client appointments; managing waitlists; coordination of daily schedules of clinicians, including diary management, room roster and parking roster.

Financial operations – Collecting payments at front desk and over the phone; Processing of all client Medicare rebates; invoicing third party payers; managing petty cash and filing receipts.

Administration support – Scanning, faxing and filing clinical administration notes and information. Gathering or sharing information with external stakeholders including GPs and referrers, third party payers including Medicare, TAC, insurance companies etc.

Other – Additional duties may be required as directed by the Practice Manager, to ensure the smooth operation of TMR Reception services.

Key Internal Relationships:

  • Reports to: Practice Manager (Luke Forester)
  • Works with: Practice Manager
  • Reception and Studio Coordinator
  • Front of House Receptionists
  • Clinicians (various)

Required Skills, Experience and Attributes:

  • Customer service experience;
  • Friendly, warm attitude and ability to interact with and support a range of different people – clients, clinicians, support staff;
  • Attention to detail;
  • Desire to ensure TMR is a beautifully presented and welcoming environment;
  • Lover of processes and systems (and good at them);
  • Computer literate with experience in Google Suite of applications;
  • Able to manage busy periods with multiple demands for your attention;
  • Good with boundaries – know when to be friendly, efficient, directive or funny;
  • Interested in mental health, wellbeing and performance psychology;
  • Desire to learn and be part of a small, hands-on team.


Please submit your resume (max 4 pages) along with a cover letter (max 1 page) or a brief video (max 1 minute) explaining why you are a great fit for the role to:

  • Luke Forester, Practice Manager
  • manager@themindroom.com.au

Applications close at 5pm on Friday 25 October 2019.

For further information or to discuss the role please contact manager@themindroom.com.au.

Position Description:

Download PDF of the position description below.

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