Client Care and Administration Coordinator

Little Village Therapy; Sutherland Shire Council; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible schedule

Training and development

Supportive team environment

Sutherland clinic environment

Job summary

Little Village Therapy in Sutherland is seeking a Client Care and Administration Coordinator to support a paediatric occupational therapy clinic. You will be the first point of contact for families and ensure smooth intake, scheduling and documentation processes.

The role focuses on NDIS administration, invoicing support, and clinic operations, requiring initiative, organizational skills and teamwork with clinicians and families.

Qualifications

• Experience with NDIS administration and processes.
• Experience in paediatric allied health or family-focused service preferred.
• Ability to take initiative and follow through on tasks.

Responsibilities

• Respond to phone, email and online enquiries warmly and professionally.
• Guide families through enquiry, intake and onboarding.
• Manage referrals, waitlists, intake forms and service agreements.
• Coordinate appointments and clinician calendars.
• Support families to understand clinic processes, fees and NDIS requirements.
• Maintain client information and documentation in the CRM.
• Assist with NDIS invoicing and account administration.
• Communicate with families, support coordinators and schools.
• Identify scheduling gaps and maintain clinicians’ caseloads.

Skills

NDIS administration

Paediatric allied health

Customer service

Attention to detail

Tools

Splose CRM

Google Workspace

Clinician calendars

Job description

Client Care and Administration Coordinator

Little Village Therapy is looking for an experienced, proactive and highly organised Client Care and Administration Coordinator to join our paediatric occupational therapy clinic in Sutherland.

This is a central role within our clinic. You will often be the first point of contact for families and will help ensure that clients, clinicians and the wider team feel informed and supported.

We are looking for someone who can confidently take ownership of their responsibilities, anticipate what needs attention and follow tasks through to completion. You will enjoy improving systems, solving everyday problems and helping a busy allied health clinic run smoothly.

Previous experience working with the NDIS is essential. Experience within a paediatric allied health or disability setting is strongly preferred.

Key responsibilities

• Respond to phone, email and online enquiries warmly and professionally

• Guide new families through the enquiry, intake and onboarding process

• Manage referrals, waitlists, intake forms and service agreements

• Coordinate appointments, recurring schedules, cancellations and clinician calendars

• Support families to understand clinic processes, fees and NDIS administrative requirements

• Maintain accurate client information and documentation within the clinic’s CRM

• Monitor expiring service agreements, funding periods and required documentation

• Assist with NDIS invoicing, payment follow-up and account administration

• Communicate with families, support coordinators, plan managers, schools and other professionals

• Support clinicians with administrative requests and day-to-day coordination

• Identify scheduling gaps and assist with maintaining clinicians’ caseloads

• Maintain clinic systems, templates, processes and administrative checklists

• Notice outstanding tasks or potential issues and act before they become bigger problems

• Contribute ideas that improve the experience of families and the efficiency of the clinic

• Support general reception and clinic operations as required

About you

You are someone who:

• Has demonstrated experience with NDIS administration and processes

• Ideally has experience in paediatric allied health, disability or a family-focused service

• Takes initiative and does not need to be reminded repeatedly to follow something through

• Notices gaps, thinks ahead and looks for practical solutions

• Is organised and able to manage multiple priorities without losing attention to detail

• Communicates warmly, clearly and professionally with families

• Understands the importance of balancing empathy with clear boundaries

• Is reflective, open to feedback and willing to ask questions when unsure

• Takes responsibility for mistakes and works constructively to resolve them

• Uses sound judgement and understands when something needs to be escalated

• Works collaboratively and considers how their communication affects the wider team

• Is dependable, discreet and respectful of confidential information

• Enjoys learning, improving systems and contributing beyond a basic task list

• Can work independently while remaining connected and communicative with the team

Experience using a healthcare CRM or practice-management system is highly desirable. Experience with Splose would be a significant advantage. Confidence using email, calendars, Google Workspace and other digital systems is also important.

What success looks like in this role

• Families receive timely, warm and accurate communication

• New enquiries and referrals are consistently followed up

• Intake paperwork, service agreements and client records remain current

• Appointment changes and cancellations are managed proactively

• Clinician schedules are accurate and administrative gaps are addressed early

• NDIS information and invoicing processes are handled confidently

• Tasks are followed through without requiring repeated reminders

• The team knows what is happening because communication is clear and consistent

• Systems become more organised and efficient over time

What we offer

• A meaningful role within a growing paediatric therapy clinic

• A warm, collaborative and values-led team

• Clear responsibilities, support and training in clinic processes

• Opportunities to contribute ideas and improve how the clinic operates

• A varied role where your work directly supports children, families and clinicians

• A playful and welcoming clinic environment in Sutherland

• The opportunity to grow with Little Village Therapy

About Little Village Therapy

Little Village Therapy is a neuroaffirming, trauma-informed paediatric occupational therapy clinic in Sutherland. We provide relationship-based, strengths-focused support to children and their families.

We believe it takes a village to support a child. Our administration and client-care team are an essential part of that village, creating the organisation, communication and care that allow our clinicians and families to thrive.