Administration Support (Healthcare/NDIS experience)

Virtual Staff 365; United States; Remote; USD 32,000 - 52,000; Full time

Benefits offered by this job

Annual leave

HMO

Christmas bonus

Job summary

Virtual Staff 365 is hiring an Administration Support professional to assist with administrative tasks and client communications. The role is remote with a dayshift aligned to Australian business hours, offering full-time employment and generous benefits.

Key duties include handling emails and calls, invoicing, scheduling, and using Cliniko/Xero for client management. Prior healthcare/NDIS exposure is a plus; strong organization and communication are essential.

Qualifications

• Experience handling client communications and administrative tasks.
• Ability to manage invoicing, bookings, and customer queries efficiently.
• Proficiency with Cliniko and Xero is highly regarded.

Responsibilities

• Respond to emails and phone queries, confirm payments and appointments.
• Process invoices for NDIS, private clients, and aged care services.
• Create quotes using Excel and assist with reports.
• Provide management support including payroll and timesheet approvals.
• Coordinate travel, funding confirmations, and email distribution.

Skills

Strong communication

Time management

Attention to detail

Remote work aptitude

Tools

Cliniko

Xero

Microsoft Excel

Job description

Our client is a business consulting and service company that partners with founders to enhance profitability and improve their overall quality of life—both holistically and personally. In addition, they provide prosthetics, orthotics, occupational therapy (OT), and other essential services to remote communities in Central Australia and Broome. Their mission is to help small businesses not just survive but thrive.

They are now looking to hire an Administration Support professional to assist with administrative tasks and client communications.

Job Responsibilities:

• Respond to emails and phone queries, including confirming payments and managing appointment requests.
• Handle referrals and upload documents to Cliniko.
• Assist with NDIS clients by managing invoicing and tracking overdue payments.
• Coordinate appointments and send reminders via Cliniko.
• Process invoices on Xero for NDIS, private clients, and aged care services.
• Create quotes using Excel and assist with report writing.
• Provide management support, including reconciling accounts, payroll, and timesheet approvals.
• Assist with general admin tasks like booking travel, confirming funding, and distributing emails.
• Experience using Cliniko and Xero is highly regarded.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage invoices, bookings, and customer queries efficiently.
• Proficiency in Microsoft Office and Excel for quotes and reports.
• Proficiency in using email and administrative tools.
• Previous experience in healthcare or NDIS is ideal.
• Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job
• Annual leave
• HMO
• Christmas Bonus equivalent of 1 month’s wage (pro-rata)