27 Nov
Hunter Holistix
Charlestown
We’re Hiring: Administration & Client Care Coordinator (Hunter Holistix)
Location: Charlestown, NSW
Role: Flexible based on experience
Start: ASAP (flexible for the right person)
At Hunter Holistix, we’re more than an allied-health practice - we’re a mind-body-soul sanctuary supporting people through psychology, OT, behaviour support, internal family systems, walk and talk, surf therapy, and other creative wellbeing approaches. Our team is warm, grounded, collaborative, and passionate about creating deeply human, safe, and transformative client experiences.
We’re now welcoming a new Administration & Client Care Coordinator to join our growing team. We are looking for a person who brings expereince, warmth, and genuine care into every interaction.
About the Role
This role is perfect for someone who is:
- Warm, friendly, and able to make clients feel safe and welcomed the moment they contact us.
- Highly organised with excellent attention to detail.
- Calm under pressure and able to hold space for people who may be distressed.
- Confident with scheduling, communication, and administrative systems.
- A natural communicator - clear, compassionate, professional.
- Comfortable working independently while being part of a supportive and connected team.
You’ll be the steady heartbeat at the front of our practice - the first voice clients hear and the person who ensures our clinicians can focus on what they do best.
Key Responsibilities
- Providing warm and skilled first-point-of-contact care for clients.
- Managing emails, phone calls, appointment bookings, and client communications.
- Assisting with NDIS enquiries, documentation,
and service agreements.
- Supporting the psychology and OT teams with admin tasks, follow-ups, and workflow coordination.
- Maintaining a peaceful, organised, and welcoming practice environment.
- Problem-solving, prioritising tasks, and keeping the practice running smoothly.
- Assisting with resource creation, social media coordination, events, and optional creative tasks (if aligned with your strengths).
You’ll Thrive in This Role If You…
- Have prior admin or reception experience in allied health, medical, community services, or a support-based setting.
- Are warm, grounded, and emotionally intelligent.
- Value holistic, non-pathologising approaches to wellbeing.
- Love supporting a team and being an integral part of a mission-driven practice.
- Are proactive, reliable, and an excellent communicator.
- Have strong boundaries, self-awareness, and a calm presence whilst taking initiative to ensure no task is missed.
- Feel drawn to the heart behind the Hunter Holistix brand.
What We Offer
- A supportive, heart-centred, and collaborative team culture.
- A beautiful practice space that nurtures wellbeing.
- Opportunities for professional development and growth within the business.
- Flexibility and understanding - your wellbeing matters too.
- The chance to be part of something meaningful, transformative, and people-focused.
How to Apply
If this sounds like you, we’d love to meet you.
Please email your CV and a short cover letter to [email protected], sharing why you feel aligned with the Hunter Holistix brand and what you’d bring to our team.
📌 Reception and Administration Assistant (Charlestown)
🏢 Hunter Holistix
📍 Charlestown
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