Local Administration Officer

Allied Therapeutic Services; Mackay Regional; On-site; AUD 42,000 - 65,000; Full time

Benefits offered by this job

Flexible arrangements

Competitive remuneration based on exp.

Growing Together initiative

Supportive team environment

Work-life balance

Job summary

Allied Therapeutic Services Hub Pty Ltd (ATS) is seeking a Local Admin Support Officer to welcome clients and manage front-of-house activities. You will maintain client data, handle enquiries and referrals, and provide high-quality administrative support to the Practice Manager and clinicians.

Key duties include managing the clinic inbox, organising appointments, and processing payments, with a focus on accuracy, empathy, and culturally-safe service within a busy environment.

Qualifications

• Excellent written and verbal communication, warm phone manner.
• Reception/administration experience, allied health/NDIS valued.
• Strong organisation and multitasking in busy env.
• Blue Card and Yellow Card or ability to obtain.
• Certificate III/IV in Business Admin.
• Splose or client-management systems experience.
• NDIS funding pathways knowledge.
• Strong time management and prioritisation.
• Attention to detail and accuracy.
• Professional, ethical, ATS-aligned; calm under pressure.

Responsibilities

• Act as first point of contact for clients, carers, visitors and callers, answering within agreed response times.
• Provide empathic, professional and culturally-safe interactions that build trust and confidence in ATS.
• Manage the clinic inbox; triage and action messages, referrals and enquiries promptly.
• Log new enquiries, obtain missing information and convert to waitlist in Splose within 24 hours.
• Issue intake documentation, follow up completion, verify funding and schedule initial appointments in consultation with the Practice Manager.
• Create and maintain client profiles, ensuring accurate demographic, funding and consent information.
• Scan and upload documentation to the correct locations following ATS naming conventions.
• Support the Practice Manager to fill clinician calendars three weeks ahead; reminders and reschedule calls.
• Process EFTPOS payments for private and self-managed clients; issue receipts and update Splose.
• Maintain office supplies, PPE and clinic consumables within budget limits.

Skills

Reception experience

Allied health experience

NDIS knowledge

Splose familiarity

Attention to detail

Time management

Education

Business Admin Cert III/IV

Tools

Splose

Job description

The Local Admin Support Officer is the welcoming face and organisational backbone of an ATS clinic. This role delivers a warm, professional first impression; manages reception, enquiries and referrals; maintains accurate client data; and provides high-quality administrative support to the Practice Manager, local clinicians and the broader ATS team. By ensuring front-of-house efficiency and data integrity, the role supports exceptional client experiences and clinician productivity.

About the role

Key responsibilities

• Act as first point of contact for all clients, carers, visitors and callers, answering within agreed response times.
• Provide empathic, professional and culturally-safe interactions that build trust and confidence in ATS.
• Manage the clinic inbox; triage and action messages, referrals and enquiries promptly.
• Log new enquiries, obtain missing information and convert to waitlist in Splose within 24 hours.
• Issue intake documentation, follow up completion, verify funding and schedule initial appointments in consultation with the Practice Manager.
• Create and maintain client profiles, ensuring accurate demographic, funding and consent information.
• Scan and upload documentation (referrals, plans, letters, reports) to the correct locations following ATS naming conventions.
• Support the Practice Manager to fill clinician calendars three weeks ahead; make reminder and reschedule calls.
• Process EFTPOS payments for private and self-managed clients; issue receipts and update Splose.
• Maintain office supplies, PPE and clinic consumables within budget limits.

About you

• Excellent written and verbal communication skills with a warm, professional phone manner.
• Proven experience in reception or administration (allied health or NDIS setting highly regarded).
• Strong organisation and problem-solving skills with the ability to multi-task in a busy environment.
• Current Blue Card (Working with Children) and Yellow Card (NDIS Worker Screening) or ability to obtain.
• Certificate III/IV in Business Administration or similar (desirable).
• Experience with Splose or comparable client-management systems (desirable).
• Understanding of NDIS funding pathways and terminology (desirable).
• Excellent organisational and time management skills, with the ability to prioritise completing tasks in a fast-paced environment.
• Strong attention to detail, with a high level of accuracy when managing scheduling and admin tasks.
• Professional, ethical and aligned with ATS values; calm under pressure and adaptable to change.

About us

Allied Therapeutic Services Hub Pty Ltd (ATS) is a multidisciplinary allied-health organisation that delivers high-quality, client-centred therapy to urban, regional and rural communities across North Queensland. Our hub-and-spoke model combines local clinic expertise with centralised corporate support, ensuring clients receive seamless, evidence-based care, their way. ATS values Excellence, Passion, Integrity and Collaboration, upholding the highest professional standards while fostering a supportive professional environment for our workforce.

Benefits

• Join a dynamic team that celebrates "Growing Together".
• We value work-life balance and offer flexible arrangements to suit your life.
• Opportunity to work in a supportive and dynamic team.
• Competitive remuneration based on experience.
• Making an impact by ensuring our clinicians can focus on what they do best - changing lives.

ATS is an equal opportunity employer. We welcome applications from people of all backgrounds, including Aboriginal and Torres Strait Islander people and people with disability.