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 RoleThis 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 ResponsibilitiesClient OnboardingManage the onboarding pipeline in Zoho CRM, tracking referrals through to service commencementPrepare, send, and follow up on service agreementsLiaise with clients, families, support coordinators,



and therapists to gather required documentationConduct pre-home safety screenings via phone for clients without email accessEnsure a smooth handover to the clinical team once onboarding is completeService Agreement RenewalsPrepare renewal service agreements in line with new NDIS plan dates or funding changesBlock-book ongoing appointments to ensure service continuityMaintain accurate records in Zoho CRM and ClinikoFollow up on outstanding documents and agreementsManage the shared admin inbox and respond to general enquiriesTrack and manage incoming leads within Zoho CRMEnsure all enquiries are followed up promptlyGeneral Administrative SupportProvide support to the wider admin team during busy periodsAssist with appointment coordination, documentation, and follow-upsMaintain clear communication with clients and stakeholdersAbout YouWe 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 healthExperience using CRMs or practice management systems (Zoho, Cliniko, Xero or similar)Excellent organisation and time management skillsStrong attention to detailThe ability to manage multiple tasks in a quick-paced environmentMust be fluent in English and willing to complete a literacy testExperience with NDIS desirableWe 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 sessionsClear career progression pathways tailored to your goalsWork from homeAmazing support & supervision from our Team LeaderPerks You'll Actually Use$100 Patient Referral Bonus2 Extra Days of study leave + $**** CPD allowanceWeekly pay + access your earnings as you goAccess to ****+ discounts & cashback offers (shopping, travel, fitness, insurance & more)
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📌 Administration Assistant - Part-Time - Remote (New South Wales)
🏢 Healthproof Physio
📍 New South Wales