Patient Services & Clinic Admin Coordinator

Mind & Me Psychology; Central Coast Council; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Employee benefits package

Wellbeing programs

Employee referral program

Retail discounts

Job summary

BaptistCare is seeking an Office Operations Coordinator in Sydney to support senior management with diary management, enquiries handling, and coordination of complex meetings across time zones.

The role emphasises accuracy, attention to detail, and ability to multi-task in a fast-paced team while supporting travel bookings and documentation across departments.

Qualifications

• Minimum 5–7 years as an Executive Assistant supporting senior management.
• Experience in planning and coordinating large meetings and conferences.
• Experience negotiating with outside suppliers and managing travel bookings.
• Ability to problem-solve, take initiative and work autonomously.
• Strong MS Word, Excel, Outlook and PowerPoint skills.
• Excellent attention to detail and organisational abilities.
• Able to manage multiple tasks and stakeholders with diplomacy.

Responsibilities

• Extensive diary coordination and screen calls; manage enquiries.
• Organise agendas for international visitors and coordinate multi-time zone meetings.
• Arrange meeting rooms, video conferences, and conferencing calls; handle expenses and filing.
• Review quotes, scopes and confidential information with discretion and accuracy.
• Maintain follow-up systems to meet deadlines; handle ad hoc projects.
• Coordinate travel arrangements for management team and international visitors.
• Support cost control by efficient use of supplies and equipment.
• Plan, coordinate and manage high-profile events; budget and logistics.

Skills

Executive support

Meeting management

Vendor negotiation

Problem solving

Autonomy

MS Office

Attention to detail

Planning

Multitasking

Travel coordination

Data interpretation

Prioritisation

Diplomacy

Tools

SAP

Job description

Prestons BaptistCare NSW/ACT - Aged Care

Job Description

Are you passionate about making a difference in the lives of older Australians? Do you want to join a supportive and values-driven organisation?

At BaptistCare, we are passionate about supporting older individuals to live well and independently in the comfort of their own homes. We are looking for an office superstar who shares this passion and wants to make a real impact on their local communities.

• A comprehensive range of Employee Benefits from health & wellness to professional development opportunities
• Supportive team culture where your contributions matter
• Join an organisation that values clients and staff

About the Role

Join a supportive team delivering reliable, high-quality client support. You’ll respond to enquiries, assist with routine client needs and help coordinate smooth service delivery through accurate administration and strong attention to detail.

About You

• Office administration experience, ideally in building, construction or trades
• Understanding of building terminology, scopes and minor modification works
• Experience preparing, processing and coordinating quotes and documentation
• Confident communication with providers, Occupational Therapists, trades and internal teams
• Strong attention to detail when reviewing quotes, scopes and documentation
• Ability to manage competing priorities, deadlines and requests
• Clear, professional communication and a customer-focused approach
• Good numeracy, computer literacy and confidence with administrative systems
• Competent in Microsoft Word, Excel and Outlook
• Ability to work independently and contribute to a fast-paced team

Enjoy access to salary packaging which may increase your take-home pay, novated leasing, rewards and recognition, programs to support your wellbeing, employee referral program and retail discounts to name a few.

About Us

BaptistCare is a leading purpose-led care organisation, guided by our Christian identity and serving people and communities across Australia for more than 110 years. We support people to live better through aged care, home care, retirement living, community services, disability support and housing. We know that life’s challenges can make our world feel smaller. With the right people alongside us, it can feel more connected, supported and hopeful again. That’s what we work towards every day - enriching lives through communities of care. Today, more than 70,000 customers, 12,000 employees and close to 2,000 volunteers are part of our communities across Australia.

Take the next step in your career and make a meaningful impact every day.

For any questions about this opportunity, please email.

Job Title

Office Operations Coordinator

Job Country

Sydney

Responsibility Area One

• Extensive diary coordination
• Screen calls, respond to enquiries
• Organise agendas for international visitors
• Coordinate complex meetings across multiple time zones
• Arrange meeting rooms, video conference & conference calls
• Expense reports
• Filing
• Exercise appropriate discretion with confidential and sensitive information
• Maintain an effective follow-up system to ensure deadlines and work commitments are met
• Other projects as requested
• Ad hoc

Responsibility Area Two

• Arranging meeting rooms, video conference & conference calls
• Ordering catering
• Managing temp requests
• Regional Contact Lists
• Christmas Annual Leave
• FBT Expenditure
• Amex travel statement reconciliation
• Upload announcements and documents to SharePoint
• Filing
• Post
• Exercise appropriate discretion with confidential and sensitive information
• Maintain an effective follow-up system to ensure deadlines and work commitments are met
• Assist cost control by and use of supplies, services and equipment
• Other projects as requested
• Ad hoc

Responsibility Area Three

Plan, coordinate and manage high profile international, regional and local events including location and venue selection, travel, accommodation and operational logistics, budget management, collateral preparation, agenda preparation and collation, catering, coordination of team events and onsite management of the event.

Responsibility Area Four

• Booking and co-ordination of all travel arrangements for Management Team, team members, international visitors and others when required.
• Booking travel online through our automated system and directly through our travel provider for both domestic and international requirements.
• Liaising with regional offices for transfers and accommodation requirements.
• Providing each traveller with sufficient and appropriate information including all approval documentation for expense purposes.
• Extensive preparation of travel agenda and supporting documentation for management and international visitors.

Required Qualifications

• Min 5-7 years Executive Assistant experience supporting senior management
• Experience in managing large meetings and conferences
• Experience in dealing and negotiating with outside suppliers
• Initiative and problem-solving ability
• The ability to work autonomously and effectively in a team environment
• Advance level of skills with MS Word, Excel, Outlook, PowerPoint
• Accuracy and attention to detail
• Strong planning and organisational ability
• Ability to manage multiple tasks and stakeholders
• Experience in managing travel bookings
• Ability to interpret multiple sources of data, analyse and provide recommendations
• Ability to prioritise and complete tasks on time and in full
• Ability to work with tact and diplomacy

Preferred Qualifications

• Health Care industry knowledge
• SAP experience

Avanos Medical is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.

Location: Sydney | In-person | Casual