Administration Assistant | Scheduling Coordinator

FourQuarters Recruitment; City of Melbourne; On-site; AUD 30,000 - 45,000; Part time

Job summary

FourQuarters Recruitment is seeking an Administration Assistant / Scheduling Coordinator for a part-time role within a growing multidisciplinary healthcare environment. You will be at the heart of day-to-day operations, supporting clinicians, families and the wider team to ensure services run smoothly.

You’ll take ownership of bookings, schedules and clinician capacity while also having the opportunity to improve processes and enhance the client experience. This role is 3 days per week.

Qualifications

• Previous experience in administration, scheduling, coordination or client services.
• Experience in healthcare, allied health or community services is desirable.
• Strong organisational skills and attention to detail.
• Able to manage multiple priorities and complex schedules.
• Warm, professional, client‑focused communication.

Responsibilities

• Coordinate client bookings, reschedules, cancellations and waitlists
• Manage clinician schedules and availability to balance caseloads
• Act as key contact for families regarding bookings and service availability
• Monitor capacity, utilisation and scheduling gaps across the team
• Maintain accurate bookings and records through the practice management system
• Support onboarding of new clinicians and schedule setup

Skills

Administration

Scheduling

Coordination

Client services

Attention to detail

Organisational skills

Multi-priority management

Tools

Practice management system

Job description

Administration Assistant | Scheduling Coordinator

Are you an organised, people focused coordinator who loves keeping things moving and making sure the details are taken care of?

We’re currently recruiting for an Admin Assistant / Scheduling Coordinator to join a growing multidisciplinary healthcare environment. This is a varied part time role where you’ll be at the heart of the day to day operations, supporting clinicians, families and the wider team to ensure services run smoothly.

You’ll take ownership of bookings, schedules and clinician capacity while also having the opportunity to improve processes and enhance the client experience.

What you’ll be doing:

• Coordinate client bookings, reschedules, cancellations and waitlists
• Manage clinician schedules and availability to ensure caseloads are well balanced
• Act as a key point of contact for families regarding bookings and service availability
• Monitor capacity, utilisation and scheduling gaps across the team
• Maintain accurate bookings and records through the practice management system
• Support the onboarding of new clinicians and schedule setup

What we’re looking for:

• Previous experience in administration, scheduling, coordination or client services
• Ideally, experience within healthcare, allied health or community services
• Strong organisational skills and excellent attention to detail
• Confident managing multiple priorities and complex schedules
• Warm, professional communication style with a genuine client focused approach
• Comfortable using practice or client management systems
• NDIS experience will be highly regarded

The opportunity:

A great opportunity to secure a part-time, 3-day per week role within a collaborative allied health environment. You’ll have plenty of variety in your day and play an important role in supporting both clinicians and the families they work with.

If you’re looking for a role where your organisation skills, initiative and people skills can really make an impact, we’d love to hear from you.

Additional information

• Permanent part time opportunity - 3 days per week
• Immediately available
• Lovely, down to earth team