Client Services Administrator

Sarah Cobbett Occupational Therapy; Gold Coast City; Remote; AUD 34,000 - 41,000; Full time

Job summary

Sarah Cobbett Occupational Therapy is seeking a Client Services Administrator to coordinate client services, clinician scheduling and general practice administration across South East Queensland. The role balances client location, travel efficiency and clinician availability to keep a responsive, organised schedule.

This full-time, work-from-home position requires strong communication, solid scheduling skills and meticulous administration to support clinicians and clients throughout the care

Qualifications

• Strong administration and organisational skills.
• Professional and confident telephone communication.
• Excellent written communication.
• Strong attention to detail.
• Good judgement and problem-solving ability.
• Confidence managing calendars and changing priorities.
• Ability to work independently within established processes.
• Strong computer and general technology skills.
• Professional and patient approach when communicating with clients.
• Reliability and accountability when working remotely.

Responsibilities

• Managing inbound phone calls and client enquiries.
• Processing new referrals and client information.
• Coordinating new client onboarding and administrative processes.
• Scheduling initial Occupational Therapy assessments.
• Scheduling ongoing client appointments.
• Coordinating equipment and assistive technology trials.
• Arranging joint appointments with builders, suppliers and other providers.
• Managing appointment changes, cancellations and rescheduling.
• Coordinating clinician calendars based on geographic location and travel efficiency.
• Monitoring clinician availability and capacity when allocating appointments.
• Communicating appointment information with clients, families and relevant stakeholders.
• Maintaining accurate client and appointment information within practice systems.
• General reception and administrative duties.
• Supporting the smooth progression of clients through the practice's service processes.

Skills

Administration

Scheduling

Phone etiquette

Written communication

Attention to detail

Problem solving

Calendar management

Independent work

Technology skills

Remote work

Healthcare admin

Job description

Sarah Cobbett Occupational Therapy – Helensvale QLD

$25-$30 per hour + Super | 38 hours per week | Work From Home

Sarah Cobbett Occupational Therapy is a growing community-based Occupational Therapy practice supporting clients across South East Queensland.

We are seeking a Client Services Administrator to support the day-to-day coordination of client services, clinician scheduling and general practice administration.

This is an important operational role within the practice, responsible for ensuring clients are communicated with professionally, appointments are coordinated efficiently and clinicians' schedules are organised around client needs, location, availability and capacity.

$25-$30 per hour + Super | 38 hours per week | Work From Home

Sarah Cobbett Occupational Therapy is a growing community-based Occupational Therapy practice supporting clients across South East Queensland.

We are seeking a Client Services Administrator to support the day-to-day coordination of client services, clinician scheduling and general practice administration.

This is an important operational role within the practice, responsible for ensuring clients are communicated with professionally, appointments are coordinated efficiently and clinicians' schedules are organised around client needs, location, availability and capacity.

About the Role

The Client Services Administrator is a central point of contact between clients, clinicians, families, referrers, suppliers and other providers.

A significant part of the position involves coordinating community-based Occupational Therapy appointments.

Unlike a traditional clinic where appointments occur at one location, our Occupational Therapists travel throughout the community. Scheduling therefore involves balancing client location, travel efficiency, clinician availability, capacity and the requirements of each appointment.

The role also manages incoming enquiries and supports clients through the administrative stages of receiving services from the practice.

Key Responsibilities

Responsibilities include:

• Managing inbound phone calls and client enquiries
• Processing new referrals and client information
• Coordinating new client onboarding and administrative processes
• Scheduling initial Occupational Therapy assessments
• Scheduling ongoing client appointments
• Coordinating equipment and assistive technology trials
• Arranging joint appointments with builders, suppliers and other providers
• Managing appointment changes, cancellations and rescheduling
• Coordinating clinician calendars based on geographic location and travel efficiency
• Monitoring clinician availability and capacity when allocating appointments
• Communicating appointment information with clients, families and relevant stakeholders
• Maintaining accurate client and appointment information within practice systems
• General reception and administrative duties
• Supporting the smooth progression of clients through the practice's service processes

Scheduling & Coordination

Scheduling is a core component of this position.

Appointments need to be coordinated according to:

• Client needs and availability
• Geographic location
• Clinician availability
• Clinician capacity and workload
• Travel time between appointments
• Appointment type and expected duration
• Operational requirements of the practice

The objective is to maintain an organised and efficient schedule while providing clients with a professional and responsive service.

About the Person

We are looking for someone with strong administration and organisational skills who can confidently manage a busy flow of appointments, enquiries and competing priorities.

The position requires:

• Strong organisational and scheduling skills
• Professional and confident telephone communication
• Excellent written communication
• Strong attention to detail
• Good judgement and problem-solving ability
• Confidence managing calendars and changing priorities
• Ability to work independently within established processes
• Strong computer and general technology skills
• A professional and patient approach when communicating with clients
• Reliability and accountability when working remotely

Previous experience in healthcare, allied health, aged care, disability, medical administration, scheduling or client services would be highly regarded.

Work From Home

This is a full-time work-from-home position.

Sarah Cobbett Occupational Therapy provides the equipment required to establish a professional home workspace, including:

• Windows / Mac Device
• Big Screen + Keyboard/Mouse
• Headset
• Desky sit/stand desk

As the role involves regular telephone communication and access to confidential client information, a private and appropriate home workspace is required during working hours.

Hours & Remuneration

38 hours per week

$25-$30 per hour + Super, depending on skills and experience.

The position operates during the practice's normal business hours - Monday to Friday 8:30AM - 5:30PM

About Sarah Cobbett Occupational Therapy

Sarah Cobbett Occupational Therapy is a growing Occupational Therapy practice providing community-based services across South East Queensland.

Our clinicians work with clients in their homes and communities, which makes effective administration, communication and scheduling an essential part of delivering our services.

As the practice continues to grow, we are investing in both our clinical and administrative teams and the systems and equipment they need to perform their roles effectively.

We are looking for a capable administrator who can become an important part of that continued growth.