Client Services & Administration Coordinator

Care Hub Australia Pty Ltd; City of Melbourne; On-site; AUD 45,000 - 65,000; Full time

Job summary

Care Hub Australia is seeking a friendly, organised and professional Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals. This is a front-desk and administration role within an NDIS and allied health environment.

You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and

Qualifications

• Experience in customer service or administration is preferred.
• Comfortable using computers, email, calendars and standard office software.
• Ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Welcome clients, families, carers and visitors in a warm, respectful and professional manner.
• Coordinate front-desk reception, phone and email enquiries, and scheduling.
• Assist with client intake, appointments, and service information while maintaining records.

Skills

Warm personality

Highly organized

Excellent communication

Confidentiality

Proactive

Tools

Microsoft Office

Google Workspace

Job description

Care Hub Australia is seeking a friendly, organised and professional Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals.

This is a front-desk and administration role within an NDIS and allied health environment. You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and efficiently.

The successful candidate will be someone who genuinely enjoys helping people, is confident communicating with a diverse range of clients and families, and can manage multiple administrative tasks in a busy environment.

About the Role

Care Hub Australia is seeking a friendly, organised and professional Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals.

This is a front-desk and administration role within an NDIS and allied health environment. You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and efficiently.

The successful candidate will be someone who genuinely enjoys helping people, is confident communicating with a diverse range of clients and families, and can manage multiple administrative tasks in a busy environment.

Key Responsibilities

Client Services & Reception

• Welcome clients, families, carers and visitors in a warm, respectful and professional manner.
• Manage the front reception area and provide a positive first point of contact for Care Hub Australia.
• Answer and manage incoming phone calls, emails and general enquiries.
• Assist clients and families with appointments, general queries and service information.
• Maintain a professional, welcoming and inclusive reception environment.
• Communicate effectively with NDIS participants, parents, carers, support coordinators and other stakeholders.
• Handle sensitive client information with professionalism, discretion and confidentiality.

NDIS & Therapy Administration

• Coordinate appointments and therapy schedules across relevant services.
• Assist with client intake, onboarding and administrative documentation.
• Maintain accurate client records and ensure information is kept up to date.
• Assist with NDIS-related administration, including participant details, service information and relevant documentation.
• Liaise with therapists, support coordinators, families and other service providers as required.
• Assist with service agreements, referrals, reports and other administrative paperwork.
• Support accurate processing and tracking of appointments and service-related administration.
• Follow Care Hub Australia's policies, procedures and NDIS compliance requirements.

Administration & Office Coordination

• Manage calendars, bookings and appointment changes.
• Process emails, correspondence and general administrative requests.
• Assist with invoicing, payments, receipts and other basic financial administration.
• Maintain organised electronic and physical records.
• Assist therapists and management with administrative tasks.
• Monitor office supplies and coordinate general office requirements.
• Help identify and resolve scheduling or administrative issues quickly and professionally.
• Support the wider team to ensure clients receive a smooth and coordinated service.

About You

We are looking for someone who is:

• Warm, approachable and genuinely enjoys working with people.
• Highly organised with excellent attention to detail.
• Confident communicating with clients, families and professionals.
• Comfortable working in a busy front-desk environment.
• Able to manage competing priorities and remain calm under pressure.
• Professional, reliable and well presented.
• Confident using computers, email, calendars and Microsoft Office/Google Workspace.
• A strong communicator with excellent phone and written communication skills.
• Respectful and understanding of people with disability and their families.
• Able to maintain strict confidentiality and professional boundaries.
• Proactive and willing to take ownership of tasks.

Desirable Experience

Experience in one or more of the following will be highly regarded:

• NDIS or disability services.
• Allied health or therapy clinics.
• Medical or healthcare reception.
• Client services or customer service.
• Administration and appointment coordination.
• NDIS participant or service administration.
• Practice management or client management software.

Experience in the NDIS sector is highly desirable, but we are also open to candidates with strong administration and customer-service experience who are eager to learn.

What We Offer

• A supportive and collaborative team environment.
• The opportunity to work within the growing NDIS and allied health sector.
• A varied role combining client interaction, administration and coordination.
• The opportunity to make a genuine difference to the experience of people accessing therapy and support services.
• Professional development and opportunities to grow within Care Hub Australia.

Our Values

At Care Hub Australia, we believe every client should feel welcomed, respected, heard and supported.

We are looking for someone who shares our commitment to providing high-quality client service and helping create a positive experience for participants and their families from their first interaction with us.