About the role

Care With Excellence Pty Ltd is seeking a Client Intake Coordinator to join our team in Bella Vista, NSW. This is a full-time position that plays a vital role in our community services operation by being the first point of contact for clients and their families accessing our aged and disability support services.

As Client Intake Coordinator, you will be responsible for managing the initial intake process, ensuring that clients receive a warm welcome and comprehensive assessment to determine their support needs. This role is strategically important to our organisation as it sets the foundation for high-quality client relationships and ensures that individuals are matched with appropriate services and support. You will work in our Bella Vista office, providing essential administrative and coordination support to help clients navigate our services seamlessly.

Key responsibilities

- Conducting initial client intake assessments to understand support needs, preferences and circumstances
- Completing comprehensive intake documentation and maintaining accurate client records
- Gathering relevant information about clients' background, health conditions, funding eligibility and support requirements
- Explaining available services, support options and funding pathways to prospective clients and their families
- Coordinating with internal teams to match clients with appropriate service providers and support workers
- Scheduling initial appointments and arranging service commencement
- Maintaining confidentiality and adhering to privacy and data protection requirements
- Following up with clients to ensure smooth transitions into services
- Providing administrative support to the client services team
- Liaising with external agencies, government bodies and referral sources

What we're looking for

- Proven experience in a client-facing role within community services, aged care, disability support or a related field
- Excellent communication skills with the ability to listen actively and respond empathetically to diverse client needs
- Strong organisational and administrative abilities with attention to detail
- Proficiency in using computer systems and office software (including data management systems)




- Knowledge of aged care and disability support services, funding mechanisms (such as NDIS and aged care subsidies) and service pathways
- Ability to work independently and as part of a collaborative team
- Demonstrated commitment to person-centred care and supporting vulnerable populations
- Current Working With Children Check (if applicable) or willingness to obtain one
- Relevant qualifications in community services, health, social work or a related discipline would be advantageous
- Understanding of privacy legislation and commitment to maintaining confidentiality
- Ability to manage multiple enquiries and priorities in a fast-paced environment
- Participate in team meetings and professional development.
- Contribute to continuous improvement initiatives.
- Undertake other administrative and operational duties as directed.
- Provide guidance and support to disability support workers regarding participant needs and service delivery.
- Work collaboratively across administration, rostering, finance, and operations teams.
- Build and maintain referral relationships with Support Coordinators and community organisations.

Quality and Compliance

- Ensure services comply with the NDIS Practice Standards, Code of Conduct, and organisational policies.
- Maintain accurate case notes and participant records.
- Participate in internal audits and quality improvement initiatives.
- Report incidents, hazards, and participant concerns in accordance with organisational procedures.
- Maintain participant confidentiality and privacy at all times.

Essential Skills and Competencies

- Sound knowledge of the National Disability Insurance Scheme (NDIS).
- Experience using the NDIA PACE Portal and NDIS systems.
- Strong understanding of person-centred practice.
- Excellent communication and interpersonal skills.
- Strong stakeholder engagement and relationship management.




- Excellent attention to detail and accuracy.
- Commitment to confidentiality, professionalism, and ethical practice.

Mandatory Requirements

- Current NDIS Worker Screening Check.
- Current Working with Children Check.
- National Police Check.
- Current First Aid and CPR Certificate (or willingness to obtain).
- Current driver's licence and reliable vehicle (if required).
- Evidence of COVID-19 vaccination if required by organisational policy.

What we offer Care With Excellence Pty Ltd is committed to creating a supportive and inclusive workplace where our staff feel valued and empowered.

We offer competitive remuneration packages and opportunities for professional development and career advancement within our growing organisation. Our team benefits from a collaborative work environment where compassion and excellence are at the heart of everything we do. We recognise the importance of work-life balance and offer adaptable working arrangements where possible.

We also provide access to ongoing training, supervision and support to ensure you can deliver the best possible service to our clients.

About us

Care With Excellence Pty Ltd is a community services organisation dedicated to providing high-quality, compassionate support to older people and individuals with disabilities. Our mission is to enhance the quality of life and independence of the people we support by delivering person-centred services that respect dignity, autonomy and individual choice. We work across aged care and disability support, helping clients access the services and support they need to live fulfilling lives.

Our team is driven by a commitment to excellence, integrity and genuine care for the individuals and families we serve. We pride ourselves on fostering a workplace culture that values our staff as much as we value our clients.

Apply now

If you are passionate about supporting vulnerable members of our community and believe you would be an excellent fit for this role, we would love to hear from you. Please submit your resume and a cover letter outlining your relevant experience and why you are interested in joining Care With Excellence Pty Ltd.

📌 Client Intake Coordinator (Bella Vista)
🏢 Care With Excellence
📍 Bella Vista