Administration and Intake Officer

Healthsync PTY LTD; Geehi; On-site; AUD 34,000 - 48,000; Part time

Job summary

HealthSync Care is a paediatric assessment and intervention clinic that supports children with ADHD, autism, learning and developmental differences. We are seeking an Administration and Intake Officer to handle administrative tasks, intake coordination, and prospective family engagement, ensuring a warm and professional experience.

The role focuses on enquiries, bookings, records management, and collaboration with clinicians and referrers to streamline processes and support growth.

Qualifications

• Strong communication and interpersonal skills.
• Professional telephone and email manner.
• Ability to manage sensitive family information confidentially.
• Good organisational and record management skills.

Responsibilities

• Respond to phone, email, website and other enquiries in a professional, timely and child-centred manner.
• Assist with appointment bookings, confirmations, cancellations, rescheduling and follow-up communications.
• Maintain accurate patient, family, referrer and clinic records in HealthSync Care’s practice management, CRM and record management systems.
• Support the Senior Admin Officer and wider administration team with filing, scanning, document management, data entry, templates, checklists and administrative process improvement.
• Support complaint escalation, incident reporting and administrative follow-up processes as directed.
• Conduct intake-related calls and communications with prospective families to understand their enquiry and next steps.

Skills

Strong communication

Interpersonal skills

Telephone etiquette

Email etiquette

Attention to detail

Data entry

Confidentiality

Team collaboration

Task management

Organisational skills

Job description

Administration and Intake Officer
(Client Engagement, Intake Coordination and Growth Support)

Employment Type: Part-time

Start Date: Immediate

Remuneration: Competitive remuneration aligned with experience

About HealthSync Care

HealthSync Care is a specialist paediatric assessment and intervention clinic supporting children with ADHD, autism, learning and developmental differences.

We operate as a multidisciplinary clinic, with psychologists working collaboratively alongside an in-house paediatrician and allied health clinicians to support integrated clinical management.

The Role

We are seeking an Administration and Intake Officer to support the smooth day-to-day operation of HealthSync Care by providing administrative support, intake coordination, prospective client engagement, and professional communication with families, referrers, schools and allied health providers.

Key Responsibilities:

Administration and Clinic Support

Responding to phone, email, website and other enquiries in a professional, timely and child-centred manner.

Assisting with appointment bookings, confirmations, cancellations, rescheduling and follow-up communications.

Maintaining accurate patient, family, referrer and clinic records in HealthSync Care’s practice management, CRM and record management systems.

Supporting the Senior Admin Officer and wider administration team with filing, scanning, document management, data entry, templates, checklists and administrative process improvement;

Supporting complaint escalation, incident reporting and administrative follow-up processes as directed.

Intake Coordination and Prospective Family Engagement

Conducting intake-related calls and communications with prospective families to understand their enquiry, explain HealthSync Care’s administrative process, service pathways, package structure, booking requirements and next steps.

Supporting appropriate conversion of suitable enquiries into bookings, while ensuring communications remain ethical, accurate, professional and consistent with HealthSync Care’s approved messaging.

Identifying enquiries that require clinical input, urgent escalation or management review and escalating those matters appropriately.

Ensuring families receive a warm, respectful, informative and supportive experience during the intake process.

Maintaining confidentiality, privacy and professional boundaries at all times.

What We’re Looking For

Ideally, you will have:

Strong communication and interpersonal skills;

Professional telephone and email manner;

Ability to engage warmly with parents, carers, and referrers;

Strong attention to detail and accurate data entry;

Ability to manage sensitive family information confidentially;

Ability to manage collaboratively with the Senior Admin Officer, clinicians, management and the marketing agency;

Ability to manage competing tasks and follow up leads in a timely manner; and

Good organisational and record management skills.

What We Offer

At Healthsync Care, we believe in fostering a collaborative and supportive work environment. You'll enjoy a competitive salary and opportunities for professional development. We also encourage a healthy work-life balance.