Part-time Remote Administration Assistant

About Healthproof Allied Health Services

Healthproof delivers mobile allied health services throughout Sydney, offering compassionate and high-quality care directly in clients' homes, educational institutions, aged care facilities, and community settings. Their support spans all ages, from early childhood to elderly care, including people living with disabilities and those recovering from injury or illnesses. The organisation is driven by the mission to enhance lives through accessible, custom care driven by compassion, empowerment, and simplicity. Their multidisciplinary team includes physiotherapists, occupational therapists, speech therapists, dietitians, and others united in helping clients achieve independence and meaningful life goals.

Role Overview

This part-time role (22.8 hours per week) is pivotal in managing the client onboarding experience by handling the intake of new referrals and ensuring a seamless transition into Healthproof's services. The Administration Assistant will act as the initial point of contact for clients, families, and referrers, gathering necessary documentation and ensuring efficient setup of services. This role involves close collaboration with clinical team leads, support coordinators, and referrers to align each client with the appropriate clinicians and complete all compliance and documentation requirements prior to service commencement.

Key Responsibilities

• Oversee client onboarding using Zoho CRM, tracking referrals from receipt to service start.
• Prepare, dispatch, and follow up on service agreements.
• Communicate with clients, families, support coordinators, and therapists to collect all necessary paperwork.
• Conduct pre-home safety screenings by phone for clients unable to use email.
• Ensure smooth handover of clients to the clinical team once onboarding is finished.
• Prepare renewal service agreements aligned to NDIS plan dates or funding alterations.
• Block-book recurring appointments to maintain uninterrupted service.
• Keep accurate and updated records in Zoho CRM and Cliniko systems.
• Follow up on pending documents and agreements to ensure completeness.
• Manage shared administrative inbox and provide prompt responses to general enquiries.
• Track and handle incoming leads in Zoho CRM, ensuring timely follow-ups.
• Offer wider administrative support to the team during peak times, including appointment coordination and documentation management.
• Maintain effective communication with clients and relevant stakeholders.

Candidate Profile

• Prior administration experience, preferably in healthcare or allied health fields.
• Familiarity with CRM and practice management systems such as Zoho, Cliniko, or Xero.
• Strong organizational skills with excellent time management.
• Meticulous attention to detail.
• Capability to juggle multiple tasks efficiently in a dynamic setting.
• Fluency in English and readiness to complete a literacy assessment.
• NDIS experience is advantageous.

Benefits and Perks

• Weekly one-on-one mentoring fostering a supportive environment.
• Monthly sessions for professional development.
• Clear and personalised career progression opportunities.
• Option to work from home for flexibility.
• Strong support and supervision from the Team Leader, Chelsea Willoughby.
• Engaging team social events and connection days.
• A $100 patient referral bonus program.
• Two additional days of study leave plus a $1000 Continuing Professional Development (CPD) allowance.
• Weekly payments with access to earnings on demand.
• Access to over 1000 discounts and cashback deals covering shopping, travel, fitness, insurance, and more.