This is a role for someone who is good with people and good with detail, in equal measure.

Optimal Support is looking for a Client Services Coordinator to join our Darwin team. You'll be based in our Darwin clinic, greeting participants and families as they arrive and coordinating services that run from the city out to remote communities.

People are often partway through a long story by the time they contact us due to a wait list, a knock-back, a new diagnosis, or a system that hasn't listened. How they're met on that first call matters. We're looking for someone who listens properly, gives people the time they need, and works from the position that everyone has a right to healthcare regardless of their background, culture, language, identity or circumstances.

You won't be doing it on your own. You'll sit within a service coordination team covering both our local and our remote services, alongside clinicians who share what they know. Regular supervision, a manager who is easy to reach, and confidential wellbeing support are all part of working here.

About the Role

Based in our Darwin clinic with versatile working arrangements available, you'll work closely with our Service Delivery Manager to keep services running across the NT and SA.

The heart of the role is our admin inbox and phone. You're the first person a family, a support coordinator, a school or a plan manager reaches, and the one who turns that first contact into a booked appointment, including taking the referral, gathering what we need, and finding a spot in the right clinician's diary.

The other half is scheduling. Our clinicians work from the clinic, out in homes and schools, and on planned trips to remote communities. Rosters are set well in advance and our booking processes are documented step by step, so you're working to a clear pattern rather than starting from scratch each week.

Your week might include:

- Managing the admin inbox and phone as the first point of contact for enquiries from families, support coordinators, plan managers, schools and referrers - and coming back to people quickly

- Welcoming participants and families into the clinic and making sure their visit runs smoothly from the moment they arrive

- Processing new referrals into our system promptly and keeping referrers updated on where things are at

- Supporting participant intake and onboarding - collecting the details we need, sending service agreements and consent forms, and following up signatures

- Booking and managing appointments: clinic sessions,



home and community visits, school visits, telehealth and recurring therapy blocks

- Building clinician schedules across metro and remote NT and SA, guided by the fly-in-fly-out roster, school terms, travel time and family preferences

- Coordinating travel and accommodation for our FIFO and remote clinicians

- Liaising with schools, care teams, support coordinators and plan managers so visits run smoothly at their end as well as ours

- Keeping everyone informed when a plan needs to change, and rescheduling with plenty of notice where you can

- Keeping client and administrative records accurate, current and compliant, and helping improve our systems and processes

There is room here for someone who uses their initiative. You'll be trusted to make the day-to-day calls, chase what needs chasing, and put forward better ways of doing things when you see them. More complex or sensitive matters are escalated to the Service Delivery Manager, so you'll always have support around you.

Where We Work

You'll be scheduling across a wide footprint, with established patterns of service in each area. In the Northern Territory that includes the Greater Darwin region, Jabiru, Bathurst Island/Wurrumiyanga, Groote Eylandt/Ayangkidarrba, Elcho Island/Galiwin'ku, Ramingining, Milingimbi, Nhulunbuy and Yirrkala, Ngukurr, Wadeye and Alice Springs/Mparntwe. In South Australia it spans metropolitan Adelaide, Murray Bridge, the Fleurieu Peninsula, the Mid North, Port Augusta, Whyalla and the Limestone Coast.

What We're Looking For

- Ideally 2 years in a client services, customer service, administration or office coordination role, preferably in healthcare or allied health

- A warm, calm manner on the phone and in person, and confidence working through a steady inbox

- Previous NDIS or aged-care experience highly preferred

- A methodical approach to scheduling, and the ability to communicate changes clearly to everyone affected

- Confident with Microsoft Office and client/practice management systems (we use Zanda)

- Strong attention to detail and a real commitment to accuracy





- Initiative - you notice what needs doing, follow it through, and speak up when you can see a better way

- Able to work independently and as part of a team

- Understanding of healthcare privacy and confidentiality standards

- Comfort working respectfully with First Nations families and communities, and with people from a range of cultural and language backgrounds

- A National Police Clearance and NDIS Worker Check, or willingness to obtain both

Who We Are

Optimal Support is a registered NDIS provider and a collective of allied health professionals driven by compassion, honesty and integrity. We deliver occupational therapy, speech pathology, physiotherapy, social work and allied health assistant services face-to-face across South Australia and the Northern Territory, from metro areas to some of Australia's most remote communities. We are committed to neuro-affirming, culturally safe and trauma-informed practice, with strong engagement in First Nations communities.

What We Offer

- A full-time role based in our Darwin clinic

- A competitive salary plus superannuation

- A genuinely varied role with ownership and the chance to improve how we work

- Room to grow as our services expand, with a clear path to more senior coordination work

- A warm, skilled and supportive team across our Darwin and Adelaide offices

- Structured onboarding, documented processes and ongoing training

- Meaningful work supporting services that reach communities others can't

Why Join Us?

There's room to grow here. Our NT and SA services are expanding and the coordination function is expanding with them, so someone who takes real ownership of this role now is well placed to step into a senior or team lead position as the team gets bigger. We promote from within where we can.

At Optimal Support, the relationships you build are what make services run. Families who trust you, schools that know you'll call back, clinicians who land where they're meant to be and that's the difference this role makes. You'll be part of a values-driven team that takes pride in doing things well and looking after each other.

Currently based remotely, interstate or considering a move to Darwin? We'd still like to hear from you. Tell us your situation and how you'd see the role working.

Apply Now

We're interviewing now, with flexible start dates available.

Enquiries can be directed to:

Kylie Ford, General Manager *****@optimalsupport.com.au | 0439 286 ***

📌 Client Services Coordinator (Darwin)
🏢 Optimal Support
📍 Darwin