Administrative & Scheduling Coordinator for a Pediatric Therapy Clinic Based in Australia (Home Based Part Time)

Client Information The client offers an early intervention service designed to support children with developmental delays or disabilities through a personalized and comprehensive intervention program tailored to their unique needs. Job DescriptionKey Responsibilities:

• Manage SPLOSE transition from Halaxy and Microsoft Teams/OneNote
• Enter and maintain client records in patient management software (Splose, Halaxy, etc.)
• Send intake forms and follow up on outstanding client information
• Draft acceptance letters for GPs and referring doctors as needed
• Oversee appointment scheduling and address booking conflicts/cancellations
• Ensure session notes are logged and cancellations processed weekly
• Cross-check staff hours before payroll submission
• Coordinate with the bookkeeper to resolve reconciliation issues in Xero

General & Ad Hoc Tasks

• Develop and implement workflow procedures for administrative processes
• Support hiring and staff onboarding as needed
• Train staff on software usage and provide tech support
• Monitor staff performance and address any issues
• Troubleshoot software/tech issues with providers
• Manage procurement and maintenance of OT equipment
• Coordinate NDIS provider application
• Handle other administrative and logistical tasks as required

Must Haves

• Proven experience as an Administrative Assistant, Scheduler, or similar role
• Experience with Splose (or willingness to learn)
• Ability to create and edit Loom videos for training and documentation
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling tools (Google Calendar, Calendly, etc.)
• Experience using Microsoft Teams and/or One Note
• High attention to detail and ability to work independently

Home Office Requirements Please only apply for this role if you have the following home office requirements:

• Perfectly working headset and webcam
• Stable internet connection of at least 5 Mbps to 15 Mbps
• Up to date computer system with a minimum of Windows 8 or Mac OS X
• Quiet room with no distractions or background noises
• A backup plan if the power goes out or if your internet connection becomes unstable during your shift Only applicants meeting the strict criteria above will be contacted.

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