Clinic Operations & Client Services Coordinator

Nextsense; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

NAPA Centre in Melbourne is seeking an Administration Coordinator to support the Administration Team and ensure efficient therapy services. You will handle general admin, appointment scheduling, invoicing, and client liaison, delivering friendly, professional information for inquiries.

Responsibilities include greeting visitors, phone handling, payments, NDIS claims, and maintaining accurate records, with a focus on customer-centric service and teamwork.

Qualifications

• Minimum 1 year of experience in an administration role, preferably in healthcare.
• Current Working with Children Check.
• Create a safe, professional and supportive environment where clients, families, and colleagues feel empowered to succeed.
• Display professional empathy toward clients and the ability to develop rapport.
• Maintain appropriate professional boundaries with clients and their families.
• Exercise discipline by completing all administrative tasks accurately and in a timely manner.
• Demonstrate the core behaviour indicators of LOVE, HOPE, GROW, and SHARE.
• Ability to communicate confidently and effectively with clients, the therapy team, and other related professionals.
• Ability to develop rapport with therapists and build relationships based on trust and respect.
• Strong computer skills across Microsoft Office Suite and ability to learn new software quickly.
• Experience with electronic medical records systems (Cliniko) preferred.

Responsibilities

• Greet visitors to the clinic and make a great first impression.
• Answer and direct phone calls as they come in.
• Manage rescheduling of meetings and appointments, including paperwork.
• Check in and invoice daily and intensive therapy appointments.
• Reconcile customer accounts and payments, including follow-up and collection.
• Process NDIS Claims and Service Bookings.
• Process Patient Intake Forms and relevant T&Cs.
• Prepare for future intensive therapy sessions and complete tasks in the Intensive Checklist.
• Collaborate with the admin team to manage the clinic schedule.
• Complete other general administrative tasks as assigned.
• Maintain accurate and confidential records and files.

Skills

Empathy

Communication

Time management

Rapport building

Attention to detail

Multitasking

Professional boundaries

Team collaboration

Tools

Microsoft Office Suite

Cliniko

Job description

NAPA Centre in Melbourne is seeking an Administration Coordinator to support the Administration Team and ensure efficient therapy services. You will handle general admin, appointment scheduling, invoicing, and client liaison, delivering friendly, professional information for inquiries.

Responsibilities include greeting visitors, phone handling, payments, NDIS claims, and maintaining accurate records, with a focus on customer-centric service and teamwork.