Administration Assistant - Newcastle

Everyday Independence; Newcastle City Council; On-site; AUD 41,000 - 48,000; Full time

Benefits offered by this job

Pet-friendly hubs

Wellbeing days

Paid parental leave

Employee Assistance Program

Job summary

Everyday Independence in Kotara is seeking an Administration Assistant to support scheduling, onboarding, and day-to-day administration within a collaborative hub. You will coordinate sessions, oversee participant records, and assist teams with a range of administrative tasks.

The role requires 2–3 years in administration with a customer service focus, strong attention to detail, and a proactive, team‑oriented approach.

Qualifications

• Scheduling or rostering experience is required.
• 2–3 years in administration with a customer service focus.
• Experience managing client databases; Salesforce experience is advantageous.
• Strong attention to detail and ability to work in a team.

Responsibilities

• Schedule therapy sessions using Skedulo and align with Therapy Plans.
• Reschedule sessions when needed.
• Onboard new participants and explain service delivery in the social model.
• Record risks from risk assessments and maintain safety.
• Maintain accurate Service Agreements for participants.
• Attend weekly team meetings and support cross‑area administration.
• Provide professional customer service over the phone, in person, and by email.

Skills

Scheduling experience

Customer service

Relationship building

Attention to detail

Tools

Salesforce

Job description

Job title - Administration Assistant

Location - Kotara

Employment Type - Full time (Monday to Friday 9am - 5pm)

Salary - $30.00 - $35.00 per hour (pending experience)

About Everyday Independence

With over 40 hubs across Australia, Everyday Independence is a dynamic allied health organisation committed to changing the game for people with disabilities. Working in the social model, our united team of talented change makers is on a mission to make inclusion possible for all Australians.

About The Role

As an Administration Assistant at Everyday Independence, no two days will be the same. If you were here last week, these are some of the things you may have done:

• Used Skedulo (our scheduling system) to schedule therapy sessions in alignment with participant’s Therapy Plan or Habit Coach Action Plan.
• Rescheduled sessions if a practitioner or participant is unable to attend a scheduled session.
• Onboard a new participant, including explaining how we deliver our services in the social model and setting expectations of how we will work together.
• Completed an over-the-phone risk assessment and accurately recorded any identified risks, keeping our therapists and participants safe.
• Maintained accurate Service Agreements for participants.
• Attended the weekly team meeting in the Hub; sharing stories of impact, coffee and laughs.
• Worked closely with the administration team to complete all tasks across the area efficiently.
• Delivered professional and emotionally intelligent customer service over the phone, in person, and via email, ensuring the participant's experience is at the forefront of every interaction.

Who We Are Looking For

At Everyday Independence, our team thrives on shared values and a collaborative spirit. We're on the lookout for individuals who resonate with our values and can seamlessly integrate into our dynamic environment.

To Be Considered For This Role You’ll Need

• Demonstrated experience with scheduling or rostering.
• 2-3 years' experience in administration with a customer service and relationship building focus.
• Demonstrate a high degree of skill in managing client databases and practice administration system (experience with Sales Force is advantageous).
• Take personal responsibility for participant satisfaction by consistently meeting or exceeding customer needs and expectations.
• Act with a sense of urgency, set clear priorities, and focus on the completion of tasks.
• Attention to detail.
• Positively contribute as a member of a team, ensuring that the team achieves its objectives.
• Approach problems with a ‘can-do’, problem solver attitude and enjoy the challenges that come each day.
• Be change ready - we are always changing, improving, and evolving so you will have the ability to take on feedback and grow your skills.
• Experience working in NDIS/Disability sector is desirable, however not essential.
• Prior to commencement, you’ll also need to obtain a Working With Children's Check and NDIS Workers Screening Check.

What We Offer

• Continuous Learning and Opportunities for Growth: Access to our in-house career coach, an external professional development budget and support to guide you on your personalised career pathway.
• Team Culture: A contemporary and positive team culture where everyone shares the same vision.
• Everyday Perks: We offer a range of additional perks including pet-friendly hubs, wellbeing days, paid parental leave, regular social events and access to confidential counselling services through our Employee Assistance Program.
• Be Part of Something Bigger: When you work at Everyday Independence, the work you do as an administrator is valued. You’ll be part of a value-driven and innovative organisation striving to break down barriers and help NDIS participants unlock their full potential.

Join the Change Makers

At Everyday Independence, your expertise in administration and customer service isn't just valued; it's crucial in driving positive change for children with disabilities and their families.