Join our Team

• Oversee and support the delivery of day-to-day reception operations for the efficient functioning of the headspace sites
• Permanent | Full Time position
• Greensborough + Plenty Valley Location

Please note this role is open for Mind Australia employees only so do not share this information with external parties.

About the role

headspace in partnership with Mind aims to promote and facilitate improvements in the mental health, social wellbeing and economic participation of young people aged 12-25 years residing in the North-Eastern suburbs. Services in this space are delivered across four core streams - physical and sexual health, mental health, alcohol and other drug (AOD) service and work and study to improve access for young people to mental health programs.

We are seeking a self-motivated, compassionate Administration Support Coordinator for a Permanent, Full-Time opportunity to work within a dynamic team in the Greensborough and Plenty Valley area. In this role you will oversee and support the delivery of day-to-day reception duties for a multiservice and multidisciplinary community youth and Private Practitioners Practice service; administration duties which support routine client and site communications, safety, maintenance and operations as well as confidential administration support for the Service Manager.  This role will bring the experience necessary to handle these complex tasks with accuracy and discretion and provide continual improvement. This opportunity is also an escalation point for the administration team and provides administrative support to the Service Manager.

Key responsibilities

• Oversee the administration of our Private Practitioner/Medicare model with Service Manager, including contacting young people/parents coming off waitlist, ensuring they are aware of all requirements, ensuring all correct paperwork has been submitted before scheduling appointments for service.
• Reception duties including answering phones, emails and faxes; booking and confirming appointments; and preparation of new client files.
• Assist the Service Manager and Leadership Team to identify, establish, improve and maintain administrative processes.
• Ensure all reporting and correspondence is timely, of a high quality and meets the needs of referring agents, healthcare providers and young people and their families and friends.
• Oversee all Medicare billing, electronic claims, and ensure compliance with Medicare and other statutory requirements.
• Meet all data entry requirements for Mind, headspace National and Eastern Melbourne Primary Health Network.
• Oversee and allocate a range of administration tasks to support the efficient and safe day-to-day operations of the team are required or delegated.

What you’ll bring

• Tertiary qualifications (minimum Certificate IV) in Business Administration or other related field as designated by Mind and/or equivalent administration experience in a related industry.
• Significant experience in administrative support and understanding of Medicare, data entry and customer service in Not For Profit, Social Services, Community Services, Healthcare or Disability services settings.
• Exceptional organisational skills and ability to work under pressure to meet tight deadlines incorporating effective planning, time management, resourcing, facilitation and achieving quality outcomes therefore attention to detail is essential.
• Strong analysis and data understanding and able to work with large datasets.
• Microsoft Office Suite is essential, including Excel data manipulation.
• Experience in Medicare billing is desirable.
• A lived experience of mental ill health and recovery or experience caring for a person with mental ill health is desirable.

Interested?

To apply visit Mind Careers - reference number 499459. Online applications must be submitted by 11pm Sunday 10 May 2026. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced. Please contact the person below for more information.

Jacqueline Thompson Bennetts, Service Manager

Jacqueline.ThompsonBennetts@mindaustralia.org.au   

Position Description

 PD Administration Support Coordinator (headspace) 20260506.pdf

Please note this role is open for Mind Australia employees only so do not share this information with external parties.

We are committed to making reasonable adjustments to provide a positive, barrier-free recruitment process. If you require any support or reasonable adjustments to complete your application, please contact us at hr@mindaustralia.org.au

The successful applicant is required to complete comprehensive reference and background checking prior to employment, including a Working with Children Check, NDIS Workers Screening Check.