Administration Assistant - Newcastle

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

Benefits offered by this job

Continuous Learning and Growth

Team Culture

Everyday Perks

Be Part of Something Bigger

Job summary

Everyday Independence in Kotara is seeking an Administration Assistant to support a dynamic allied health team. You will handle scheduling with Skedulo, onboarding new participants, and deliver professional, empathetic customer service across phone, email and in person.

This role offers variety, opportunities to grow, and a collaborative culture. Applicants should have 2–3 years in administration, experience with scheduling, and willingness to obtain necessary screenings.

Qualifications

• 2–3 years of administration experience with a customer service focus.
• Experience with scheduling or rostering.
• Experience managing client databases; Salesforce experience is a plus.
• Able to deliver professional, empathetic customer service.
• Willing to obtain Working With Children Check and NDIS Worker Screening.

Responsibilities

• Schedule therapy sessions using Skedulo in line with participant plans.
• Reschedule sessions when needed.
• Onboard new participants and explain service delivery in the social model.
• Complete risk assessments and maintain safety records.
• Maintain accurate service agreements.
• Support the admin team across the area.
• Provide professional customer service over phone, in person, and by email.

Skills

Scheduling

Administration

Customer service

Relationship building

Attention to detail

Teamwork

Problem solving

Change readiness

NDIS knowledge (desirable)

Tools

Skedulo

Salesforce

Job description

• Work in an industry leading and person-centred allied health organisation
• Make a meaningful impact through outstanding customer service and administration
• Enjoy a dynamic role where no two days are the same

• Work in an industry leading and person-centred allied health organisation
• Make a meaningful impact through outstanding customer service and administration
• Enjoy a dynamic role where no two days are the same

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.