At Healthproof, we bring healthcare to people...literally.
We deliver mobile allied health services across Sydney, providing high-quality, compassionate care in homes, schools, aged care facilities, and community settings.We support people of all ages, fromearly childhood through to aged care, including individuals living with disability or recovering from injury or illness.
Our mission?
To improve lives through accessible, personalised, and meaningful care.
Our Values?
We're a multidisciplinary team (physios, OTs, speechies, dietitians + more) working together to help clients build independence, improve daily living skills, adapt their environments and achieve goals that truly matter.
About the Role
This is a part-time role, 25 hours per week.
Work hours preference is Monday - Friday 8am - 1pm.
This role plays a key part in our client journey, managing the onboarding and intake process for new referrals and ensuring clients transition smoothly into our services.
You will be the first point of contact for many clients, families, and referrers, ensuring information is collected accurately and services are set up efficiently.
Working closely with our clinical team leads, support coordinators, and referrers, you will ensure every client is matched with the right clinician and that all documentation and compliance requirements are completed prior to service commencement.
This role is ideal for someone who enjoys organisation, communication, and helping people navigate healthcare systems.
Work from home role, however required to attend onsite meetings once a quarter in Sydney.
Key Responsibilities
Client Onboarding
Manage the onboarding pipeline in Zoho CRM, tracking referrals through to service commencement
Prepare, send, and follow up on service agreements
Liaise with clients, families, support coordinators, and therapists to gather required documentation




Conduct pre-home safety screenings via phone for clients without email access
Ensure a smooth handover to the clinical team once onboarding is complete
Service Agreement Renewals
Prepare renewal service agreements in line with new NDIS plan dates or funding changes
Block-book ongoing appointments to ensure service continuity
Maintain accurate records in Zoho CRM and Cliniko
Follow up on outstanding documents and agreements
Manage the shared admin inbox and respond to general enquiries
Track and manage incoming leads within Zoho CRM
Ensure all enquiries are followed up promptly
General Administrative Support
Provide support to the wider admin team during busy periods
Assist with appointment coordination, documentation, and follow-ups
Maintain clear communication with clients and stakeholders
About You
We are looking for someone who is organised, proactive, and compassionate, with strong communication skills.
You may have:
Previous experience in administration, ideally within healthcare or allied health
Experience using CRMs or practice management systems (Zoho, Cliniko, Xero or similar)
Excellent organisation and time management skills
Solid attention to detail
The ability to manage multiple tasks in a fast-paced environment
Must be fluent in English and willing to complete a literacy test
Experience with NDIS desirable
We know great clinicians need great support, so we've built a role that actually delivers.
Weekly 1:1 mentoring (no "figure it out yourself" culture here)
Monthly professional development sessions
Clear career progression pathways tailored to your goals
Work from home
Amazing support & supervision from our Team Leader
Perks You'll Actually Use
$100 Patient Referral Bonus
2 Extra Days of study leave + $**** CPD allowance
Weekly pay + access your earnings as you go
Access to ****+ discounts & cashback offers (shopping, travel, fitness, insurance & more)
#J-*****-Ljbffr

📌 Administration Assistant - Part-Time - Remote (New South Wales)
🏢 Healthproof Physio
📍 New South Wales