Administration and Scheduling Assistant

Hunter Coast Therapy Pty Ltd; Newcastle City Council; On-site; AUD 39,000 - 47,000; Part time

Benefits offered by this job

Happy workplace certification

Flexible schedule

Job summary

Hunter Coast Therapy Pty Ltd is seeking an Administration & Scheduling Coordinator to join their Adamstown clinic. The role focuses on keeping the diary tidy, managing client bookings and waitlists, and maintaining compliant records to ensure a smooth client and therapist experience.

You’ll work in-clinic three days per week with a pathway to full-time as the team grows, reporting to Directors Zander and Shannen.

Qualifications

• Experience in administration, reception or scheduling, preferably healthcare or NDIS settings.
• Strong communication skills with a warm, professional phone and email manner.
• Excellent organisation and attention to detail.

Responsibilities

• Manage appointment bookings, cancellations and rebookings across the clinical team.
• Monitor diary gaps and proactively fill capacity, including waitlist management.
• Maintain client records in Splose and ensure compliance documents are updated.
• Coordinate diary management and scheduling processes to maximise efficiency.
• Support the Directors with administrative tasks and contribute to process improvements.

Skills

Administration

NDIS exposure

Booking software (Splose)

Client communications

Attention to detail

Tools

Splose

Slack

Job description

Hunter Coast Therapy Pty Ltd – Adamstown NSW

We're looking for the operational heartbeat of our team - someone who thrives on keeping things running smoothly, loves a clean diary, and takes real pride in the details that make for a great client and therapist experience. If that sounds like you, read on.

Who we are

Hunter Coast Therapy is a heart led, people-first allied health service based in Adamstown, NSW. Established in 2022 by a husband-and-wife duo passionate about delivering quality therapy services to our community with the heart and soul of a small business.

We're a collaborative, multidisciplinary team of Occupational Therapists, Speech Pathologists, Physiotherapists supporting children, young people, adults and families across the Hunter region. Now 16+ team members strong, and growing - you could be the next addition, and the operational glue who keeps it all ticking over.

The Role

The new role of Administration & Scheduling Coordinator will be the operational backbone of Hunter Coast Therapy's client-facing systems. You'll keep our employed clinical team's books scheduled tidy and utilised towards their specific hour allocations. You will nurture a smooth client experience from first enquiry through to ongoing care, and maintain the administrative systems that let the practice run efficiently and grow sustainably.

You'll work primarily in-clinic at our Adamstown space, reporting directly to our Directors, Zander and Shannen. Your focus is squarely on the administration of our therapist diaries, proactive rebooking, effective waitlist management, and consistent, warm communication with clients and their support networks. Starting at three days per week we have a genuine pathway to full-time as our employed clinician team grows.

Key Responsibilities

Scheduling & Diary Management

Manage appointment bookings, cancellations and rebookings across the clinical team

Monitor diary gaps and proactively fill capacity - including contacting clients on the waitlist

Maintain an active waitlist and priority triage list, so every enquiry has a clear next step

Liaise with clinicians to plan ahead for leave, school holidays and capacity changes

Coordinate diary management in Splose (practice management software) and update and scheduling processes for maximising efficiency.

Client Communications

Respond to all new enquiries promptly and warmly, following our triage and scripting processes

Send appointment reminders, manage cancellation protocols, and follow up lapsed clients

Maintain consistent communication with NDIS plan managers, support coordinators and families

Manage outgoing correspondence related to bookings, service agreements and plan reviews

General Administration

Manage incoming calls, emails and front-desk responsibilities during clinic hours

Maintain accurate client records in Splose, including contact details, plan information and funding details

Maintain all required compliance documents for every client ensuring cases, agreements and plans are regularly updated

Support the Directors with administrative tasks as required within the scope of this role

Proactively contribute to the growth and improvement of our service - such as updating our policies and processes, nurturing our referral and client relationships.

Processing NDIS and Medicare invoicing and supporting plan administration

Contribute to improving administrative processes and systems over time

What Success Looks Like (KPIs)

Diary utilisation: employed team booked to KPI targets each week

Enquiry response: all new enquiries acknowledged within 1 business day

Enquiry Conversion: 80% or above of new enquiries converted to first appointment

Waitlist management: active list maintained; no enquiry left without a plan

What You'll Bring

Previous experience in an administration, reception or scheduling role - healthcare or NDIS setting preferred

A confident communicator with a warm, professional phone and email manner

Strong organisational skills and real attention to detail

Comfort learning and working across digital platforms (Splose, Slack, or similar)

The ability to work independently and proactively manage competing priorities

An understanding of (or willingness to learn) NDIS /Medicare processes, plan types and billing requirements

A Note on Culture

Hunter Coast Therapy is a growing practice built on genuine care for both clients and team. Hunter Coast Therapy is a certified happy workplace, completing an external happiness audit through the BU Happiness College.

We're looking for someone who takes ownership of their role, brings energy and initiative, and wants to be part of our great team culture. The right person will feel real pride in an organised diary, working through admin systems for our therapist and creating a smooth client experience.

Role Snapshot

Reports to: Directors (Zander and Shannen)

Hours: 3 days per week (with potential to grow)

Employment type: Part-time, permanent

Location: Hunter Coast Therapy clinic, Adamstown primarily in-clinic with some flexibility by arrangement