Administrator - (Therapy Coordinator)

When you join Early Start Australia, you’ll be part of an allied heath team that’s in it together. A local team that’s right beside you, supported by leaders who know the work. From small shifts to life-changing breakthroughs, you’ll make a positive impact for children, young people, and their families across Australia. With flexibility and support to thrive, you’ll continue to grow and build a meaningful career, your way.

Responsibilities

Coordinate client appointments and therapy support activities in collaboration with therapists, administration, and leadership teams to optimise therapist travel time, therapy hours, and administrative efficiency; Respond promptly to changes in therapist availability and ensure schedules are accurately updated within the Practice Management System (PMS); Facilitate continuity of care by rescheduling sessions, converting appointments to telehealth, or coordinating therapy support activities in place of cancellations; Conduct client welcome and onboarding calls, gathering relevant health, psychosocial, and risk-related information to support safe and effective service delivery; Ensure NDIS plans are obtained and stored appropriately, or clearly documented where families choose not to provide plans; Monitor and action administration task queues and shared inboxes, completing tasks directly or delegating appropriately to administration and therapy team members; Oversee appointment completion, accurate invoicing, and service delivery summaries in alignment with NDIS, Medicare, and private funding requirements; Generate, amend, and manage therapy plans and formal documentation in accordance with organisational processes and funding model requirements; Prepare and distribute PMS reports to therapists and leadership, providing accurate insights into caseloads, productivity, and client data; Adhere to nationally consistent administrative and clinical support processes communicated via training, the Knowledge Hub, and leadership communications; Maintain strict privacy and confidentiality in line with organisational policies and legislative obligations; Ensure incidents, complaints, risks, and hazards are identified, documented, and escalated appropriately; Comply with and promote work health and safety, child safe environments, cultural competence, and emergency procedures; Actively participate in risk identification, assessment, and prevention activities; Take reasonable care for personal safety and the safety of others, follow safe work practices, attend WHS consultations, and report hazards or incidents promptly

Requirements

Highly developed organisational skills with the ability to prioritise tasks and work at a fast pace to meet deadlines, with flexibility to re-prioritise as needs change; An empathetic capacity with the ability to listen patiently, respond appropriately, make risk assessments, escalate matters as needed and maintain confidentiality; Ability to collaborate and communicate effectively with our leadership team, therapists and clients; Excellent in-person, telephone, email and PMS-based communication skills; NDIS Workers Screening Check; Current Drivers’ Licence and vehicle; Current Working with Children Check or Working with Vulnerable People Registration (state specific); National Police Check; Accredited First Aid & CPR Certificate

Benefits

Flexible hours and compressed work options; Up to 12 weeks annual leave; Up to 16 weeks paid primary carer leave; Wellbeing support program for you and your family; Competitive salary; Registration and professional membership contribution; Work in an environment that focuses on multidisciplinary collaboration, improving outcomes together; National and global career pathways through the APM Group