Client Services & Scheduling Officer

Links To Life; Ryde; On-site; AUD 64,000 - 86,000; Full time

Job summary

Links to Life is a progressive, purpose-led early intervention provider in Ryde. We are seeking a warm, capable Client Services & Scheduling Officer to coordinate people, schedules and administration behind our service delivery.

You will manage family inquiries, coordinate therapy and support-worker schedules, source staff and guide families from enquiry to commencement of services in a busy on-site role.

Qualifications

• Experience in agency recruitment, workforce scheduling, allied health or disability services in a fast-paced environment.
• Strong scheduling and coordination skills with the ability to manage multiple priorities.
• Excellent verbal, telephone and written communication skills.
• Attention to detail and ability to complete documentation accurately.
• Understanding of NDIS or willingness to learn quickly.

Responsibilities

• Provide a warm and professional first point of contact for new and existing families.
• Respond to enquiries about services, plan dates and funding, appointments and changes to services.
• Explain early intervention services clearly and compassionately.
• Book and confirm appointments; coordinate and maintain therapy and support-worker schedules.
• Source and coordinate suitable workers for coverage.
• Prepare accurate quotes and NDIS-compliant service agreements.
• Complete client onboarding, including CRM entry and documentation.
• Maintain accurate client and employee records across internal systems.
• Liaise with team for handovers and smooth service delivery.
• Provide front-desk support and welcome families and visitors.
• Make outbound calls to prospective families and workers.
• Prepare weekly reports and participate in meetings.
• Identify gaps and follow through to completion.

Skills

Agency recruitment

Workforce scheduling

Coordination

Verbal and written communication

Customer service

Tools

Zoho

Deputy

CRM systems

Microsoft Office

Job description

Links to Life is a progressive, purpose-led early intervention provider based in Ryde.
We support autistic children and their families through evidence-based therapy, practical programs and family-centred care.

We are looking for a warm, capable and highly organised Client Services & Scheduling Officer to coordinate the people, schedules and administration behind our service delivery.
This position may particularly suit an experienced agency recruiter, recruitment coordinator or workforce scheduler who enjoys speaking with people, filling schedules, sourcing suitable team members and ensuring all the necessary administration is completed accurately.

About the role

Reporting to the Managing Director and working closely with our clinical, recruitment, accounts and administration teams, you will be one of the central points of contact for our families and staff.

As part of the customer service team, you will manage family enquiries, coordinate therapy and support-worker schedules, assist with sourcing suitable staff and guide prospective families from their initial enquiry through to the commencement of services. This is a busy and varied role on site for someone who can confidently juggle people, schedules, systems and competing priorities while maintaining a warm and professional approach.

What you'll be doing

• Provide a warm and professional first point of contact for new and existing families.
• Respond to enquiries about our services, NDIS plan dates and funding, appointments and changes to services or schedules.
• Explain our early intervention services clearly and compassionately, helping families understand the options available.
• Follow up prospective families from their initial enquiry through to the commencement of services.
• Book and confirm appointments
• Coordinate and maintain therapy and support-worker schedules, ensuring services are appropriately staffed and planned ahead.
• Source and coordinate suitable workers when new or replacement coverage is required.
• Communicate with families, therapists and support workers to manage availability and resolve scheduling issues.
• Prepare accurate quotes and NDIS-compliant Service Agreements.
• Complete client onboarding, including CRM entry, supporting documentation, case notes and follow‑up tasks.
• Maintain accurate client and employee records across Zoho, Deputy and other internal systems.
• Liaise with team members to ensure detailed handovers and smooth service delivery.
• Provide professional front‑desk support and create a welcoming first impression for families and visitors.
• Make outbound calls to prospective families and workers as required.
• Prepare weekly reports and participate in sales meetings
• Identify gaps early, take ownership and follow matters through to completion.

About you

You are an experienced customer service, recruitment or scheduling professional who remains calm and organised when priorities change and several matters need attention at once. You understand that excellent service is not simply answering an enquiry. It means taking ownership, coordinating the right people, maintaining clear communication and ensuring every detail is completed so the service can be delivered successfully.

You will bring:

• Experience in agency recruitment, workforce scheduling, allied health, disability services or another fast‑paced, people‑focused environment.
• Strong scheduling and coordination skills, with the ability to manage multiple competing priorities.
• Confidence sourcing staff, discussing availability and matching people to client requirements.
• Excellent verbal, telephone and written communication skills.
• A warm, respectful and solutions‑focused approach when supporting families.
• Confidence making and receiving calls and following up outstanding information.
• Strong attention to detail and the ability to complete documentation accurately.
• Sound numerical skills and confidence working with budgets, funding allocations and spreadsheets.
• A proactive approach, you notice gaps, solve problems and follow up without needing to be prompted.
• Strong technology skills, including Microsoft Office and experience with CRM and rostering systems.
• The ability to work autonomously while collaborating closely with the wider team.
• Resilience, maturity and a genuine commitment to delivering high‑quality service.
• An understanding of the NDIS and early intervention sector, or the willingness and ability to learn quickly.

Experience using Zoho and Deputy, along with knowledge of NDIS funding,and Service Agreements, would be highly regarded. A current Working with Children Check and NDIS Worker Screening Check, or willingness to obtain them, will be required.

Why join Links to Life?

• Become the central link between families, staff and our clinical team.
• Join a small, supportive and passionate organisation where your contribution is valued.
• Enjoy a varied role combining client service, scheduling, staff sourcing and NDIS administration.
• Work for a purpose‑led organisation making a meaningful difference to children and families.
• Full‑time position with a salary of $75000.00 + Super.