Operations Support Virtual Assistant

We are a growing psychology private practice based in Western Australia, currently in our startup phase. We are looking for an Operations Support Virtual Assistant to join our team and help us build the systems, processes, and infrastructure we need as we prepare to launch.

Key Responsibilities:

System Setup & Integration
- Set up and integrate our practice management, website, and program platforms to work seamlessly together
- Embed online booking widgets into the website assessment page
- Research and advise on additional integration opportunities between platforms
- Set up payment processing and ensure accounting software is connected
- Coordinate with the Marketing VA on website architecture, new pages, and integration requirements
- Troubleshoot system issues and liaise with platform support where needed
- Build and test interactive web-based workbooks for program use
Workflow & Process Management
- Build and document SOPs for core business processes from day one
- Set up and maintain internal workflows for client intake, bookings, and program enrolment
- Identify gaps in existing processes and proactively recommend improvements
- Keep shared systems and folders organised and up to date
- Proactively raise issues, flag risks, and propose solutions before they escalate
Program Operations & Bookings
- Set up the course platform and upload passive and live cohort program modules
- Build participant workbooks and materials for both passive and live programs
- Manage scheduling and administration for assessment bookings, including intake forms and required paperwork
- Manage CRM and email sequences for enquiries, waitlists, and report delivery
- Research and build outreach contact lists with allied health professionals and relevant referral partners


Tools You Will Use
Website: WordPress
Payments & Accounting: Stripe, Xero
Productivity: Google Workspace and Spreadsheets, Outlook
Design: Canva
Communication: WhatsApp, Email, Slack

Who We Are Looking For
- Highly organised with a systems-first mindset
- Comfortable working autonomously in a startup environment with minimal hand-holding
- Proactive communicator -- over-communicates rather than under-communicates
- Knows when to problem-solve independently and when to escalate
- Exceptional written and spoken English, capable of drafting client-facing communications independently
- Experience with practice management systems is highly regarded; background in healthcare or allied health operations is a strong advantage
- Specific industry experience is not required -- personality, communication quality, and reliability matter most

Technical Requirements (Non-Negotiable)
- High-speed, stable internet connection with backup data in case of power outages or service interruptions
- Mobile phones, tablets, and iPads are not accepted as primary work devices
- Reliable computer/laptop capable of running Google Workspace, WordPress, and practice management software

Working Arrangement
- Part-time, fully remote
- Hours to be confirmed at onboarding
- Monday to Friday, time-blocked schedule (AWST -- Western Australia time)
- Minimum engagement length to be confirmed at onboarding
- Strong long-term growth potential for the right person

How to Apply: Fill out this form link below
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Once we receive your application, our recruitment team will reach out for the next step.