About us

Based Health Group was started by two Occupational Therapists who thought allied health could be done a little differently - high clinical standards, a genuine team culture, and real care for the people we serve. We have grown carefully across NDIS, aged care, and community home care right across Perth, choosing the right people and taking our time to build strong foundations.

Our Dianella clinic hub is now open, and it reflects exactly who we are: a purpose-built space with clinic rooms, a fully equipped rehab gym for participants, clients and staff, a proper team office with an outdoor area, easy on-site parking, and a coffee machine you will actually use.

We are pretty proud of the team we have built, a dozen genuinely lovely, experienced people, including co-founders Mitch and Zac. We may be biased, but we think they are the best out there, hand-picked one person at a time. We share, we help each other out, and nobody is ever left to figure something out on their own.

The role, and why we are excited about it

This is the first dedicated administration role at Based Health Group. Mitch and Zac, our two founders, have been juggling the admin themselves since day one, so they know this role inside out and they will be right there beside you as you settle in. You would not be handed a set of keys and left to work it out. Expect proper handover, plenty of time with both of them, and an open door whenever you need it.

It also means you would be building this role from the ground up, with real say in how it takes shape.

One thing we should be upfront about: we are looking for someone who has worked in the NDIS before. So much of what we do sits inside the scheme - service agreements, plan-managed and self-managed billing, participant intake,



provider compliance - and having someone who already speaks that language would make an enormous difference to us. If that is your background, we would genuinely love to hear from you.

Everything below is a starting point rather than a fixed list. We would much rather shape the role around your strengths than hand you a job description and leave it there.

Hours and flexibility

This is a full-time role , and we are happy to be flexible about how the week actually works. Start and finish times, compressed arrangements, and some working-from-home days are all on the table once you are settled and feeling confident.

What you would be doing

Keeping the practice running

- Looking after incoming and outgoing emails and general team correspondence

- Taking intake and referral calls and emails, and welcoming new participant enquiries

- Keeping records accurate and up to date in Splose (our CRM) and our internal systems

- Preparing, printing and presenting documents for the clinical team

- Keeping us stocked with consumables, office equipment and clinic supplies

NDIS administration and looking after our participants

- Creating and sending out service agreements and schedules of supports

- Managing participant onboarding paperwork and consent forms

- Being a friendly first point of contact for participants, families, support coordinators and plan managers

- Keeping an eye on plan dates, funding and service bookings, and giving clinicians a nudge when reviews are coming up





- Passing on anything complex to the right person

Billing and finance

- Invoicing and gently chasing outstanding payments in Xero

- Supporting NDIS claiming and reconciliation across plan-managed, self-managed and agency-managed participants

- Keeping billing records tidy and helping out at month end

Compliance and quality

- Looking after provider compliance documentation and our NDIS Practice Standards obligations

- Keeping track of staff clearances, training currency and compliance documents

- Helping us prepare for audits and keeping our records in good shape

- Lending a hand with tender and grant applications

And generally

- Finding better ways of doing things as we grow, we are always open to ideas

- Pitching in with whatever else comes up in a busy, growing practice

What you would bring

The things we really need

- Experience in NDIS administration , with a working understanding of service agreements, pricing arrangements, and claiming or plan management

- Solid organisational skills and the ability to keep several plates spinning without losing track

- Clear, warm communication in writing and on the phone

- Confidence with Microsoft Office and CRM systems

- Reliability and an eye for detail

- Comfort taking ownership and running with things

- A team player who shares, collaborates, and brings good energy to a tight-knit group

Lovely to have, but not dealbreakers

- Experience with Splose or a similar allied health practice management system

- Experience using Xero

- A background in allied health, aged care or community home care

- Experience with compliance, audit or regulatory documentation

If you do not tick every single box but the role sounds like you, please still get in touch - we would rather have a conversation.

📌 Practice Administrator (Perth)
🏢 based
📍 Perth