Job Description

POSITION OVERVIEW

The role of the Administration Coordinator is to assist the Administration Team in providing support to all administration functions, ensuring the delivery of effective and efficient therapy services to our clients. The key objective is to ensure timely and accurate service information is provided for all enquiries in a friendly and professional manner.

The duties include general administration support tasks, payment reconciliations, client liaison, and clinic management responsibilities. This role is responsible for supporting effective and efficient therapy program operations and ensuring that both internal and external customers experience a high level of satisfaction regarding their enquiries.

It is expected that this person will be able to successfully demonstrate the core responsibilities of their role and the activities listed within those responsibilities with little or no supervision required.

RESPONSIBILITIES

Core Position Duties

- Assist in greeting all visitors to the clinic and creating a great first impression.
- Answer and direct phone calls as they come in.
- Action rescheduled meetings and appointments, including necessary paperwork.
- Ensure all daily and intensive therapy appointments are checked in and invoiced.
- Reconcile customer accounts and payments, including follow‑up and collection.
- Process NDIS Claims and Service Bookings.
- Process Patient Intake Forms and relevant T&Cs.;
- Prepare for future intensive therapy sessions and complete tasks assigned as part of the Intensive Checklist.
- Work closely with the administrative team to manage the clinic schedule.
- Complete other general administrative tasks as assigned.

Customer Experience Focus

- Ensure that the Administration Team consistently demonstrates a customer‑centric approach in all interactions and that enquiries and interactions are seen through to completion.
- Demonstrate knowledge of the multidisciplinary therapy services available and the necessary administration processes that relate to internal and external customers.
- Develop rapport with children and families to build relationships of trust and mutual respect.
- Ensure both internal staff and external customers experience a high level of satisfaction regarding their enquiries.

Clinical Operations Management

- Assist the Administration Manager in managing the weekly schedule, including programming, communication with families, rescheduling, and adjustments throughout the year.
- Maximise clinic productivity by working with the team to fill schedules with weekly appointments and proactively replace cancelled sessions.
- Ensure all records and files are accurate and up to date and are filed and handled professionally while maintaining client and staff privacy.
- Manage assigned client communication and ensure outstanding issues are documented within ZOHO and/or Cliniko to maintain full team awareness.
- Assist with all aspects of accounts receivable, including taking payments, banking, and supporting strategies to minimise or control outstanding debts.

Self-Management and Team Contribution

- Actively participate in professional development, including continuing education opportunities provided through the organisation, outside providers, and other opportunities aligned with desired professional development.
- Create a safe, professional, and supportive environment where clients, families, and colleagues feel empowered to succeed.
- Communicate confidently and effectively with clients and therapists.




- Act in accordance with all company, legal, and industry policies and ethics.
- Work in a healthy and safe manner and encourage others to do the same.
- Demonstrate solid time management skills, including forward planning, to ensure all administrative tasks are completed accurately and in a timely manner.

This list is indicative only and is subject to change. All NAPA Centre employees are required to comply with any reasonable work requests from Management that occur from time to time.

REQUIREMENTS

- At least 1 year of experience in an administration role, preferably within the healthcare industry.
- Current Working with Children Check.
- Create a safe, professional, and supportive environment where clients, families, and colleagues feel empowered to succeed.
- Display professional empathy toward clients and the ability to develop rapport.
- Maintain appropriate professional boundaries with clients and their families.
- Exercise discipline by completing all administrative tasks accurately and in a timely manner.
- Demonstrate a consistent ability to embrace, uphold, and act on the core behaviour indicators of NAPA's values of LOVE, HOPE, GROW, and SHARE.
- Demonstrate the ability to take on additional responsibilities while maintaining timeliness and proficiency with current job responsibilities.
- Ability to communicate confidently and effectively with clients, the therapy team, and other related professionals.
- Ability to develop rapport with therapists and build relationships based on trust, openness, and respect.
- Computer competence across Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint, with the ability to quickly learn a variety of other online software systems.
- Strong organisational skills and the ability to multitask, shift focus across tasks as needed, and manage priorities.
- Working knowledge of an electronic medical records system, such as Cliniko, preferred.
- Confident and personable, with the ability to work effectively with a wide range of personalities.
- Excellent written and verbal communication skills and a high level of attention to detail.
- A rewarding career where your work has a genuine impact on people’s lives.
- Salary packaging benefits and generous annual leave entitlements
- The opportunity to join a major regional health service - Bendigo Health

The Position

Job Reference: 4636

Position Title: Administration Coordinator

Classification: HS2 - HS21

Salary per hour (exc. super): $2,670.72 - $2,952.48

Hours per fortnight: 80 hours (including an ADO every 4 weeks)

Employment Status: Ongoing Full Time

Other requirements: 2026 Flu Vaccination

An exciting opportunity is available to join Bendigo Health's Health Information Services Team. The Administration Coordinator is responsible for the day to day support and leadership of the Health Information Services (HIS) administration team, and providing assistance to the HIS Administration Supervisor.

This role encompasses participating in an on‑call roster, completing invoices, assisting with Kronos upkeep and approvals,



coordination of day‑to‑day staff workload and staff rostering responsibilities. The role also includes administrative processes associated with converting paper based medical records into digital format, including auditing electronic formats; customer service with contact with internal and external customers occurring via phone, fax, email and face to face interactions. It also involves being trained within the Emergency Department Health Information Support Officer (HISO) role. The Emergency Department has a wide and varied selection of responsibilities with the main focus of registrations and admissions of patients presenting to the Emergency Department and being a support service for the clinical team.

If you are organised, people‑focused and passionate about making a difference, this role is for you!

Working with Bendigo Health

Bendigo Health are a leader in regional health care, combining outstanding services with a strong education, training and personal development culture.

Created by our community in the 1850s, we have a long, proud history of delivering excellent care to our community.

Our organisation is diverse, welcoming and committed to delivering our vision to be a trusted regional healthcare service recognised for delivering exceptional care, being a great place to work, and being deeply connected to our community.

Bendigo Health has around 5000 staff and a catchment area covering a quarter of the size of Victoria. The three main campuses of Bendigo Health are in Bendigo, with many services extended to regional settings including areas such as Mildura, Echuca, Swan Hill, Kyneton and Castlemaine.

We offer a fantastic range of benefits for our staff, including:

- Staff health and wellbeing programs
- Career development and education opportunities
- Generous salary packaging opportunities, to increase your take‑home pay each fortnight
- Flexible Working Arrangements
- Use of staff gym and pool and access to other fitness facilities through fitness passport program

If successful for a position at Bendigo Health you must provide evidence of your full immunisation record as part of the on boarding process.

Your New Division

The Finance and Resources Division is responsible for financial functions, including reporting, budgeting, forecasting, performance monitoring and analysis, together with our procurement, materials management, facilities management, payroll and Public Private Partnership (PPP) functions. The division also includes Health Information Services with key roles in medical record management, clinical documentation, freedom of information, and external data reporting requirements. These are essential non‑clinical services providing high‑quality support, advice, monitoring and compliance functions. The team are focussed on delivering the strategic vision within their responsibilities and on assisting the organisation operationally.

We put people at the heart of everything we do, surrounding them with a network of care and support that empowers individuals to thrive.

Bendigo is one of Victoria’s largest regional cities making it a great city to live and work in. Bendigo provides services for the region’s population of over 320,000 and so the city offers excellent schools, shopping and cultural precincts, sporting facilities and various tertiary facilities. We can offer generous flexible working arrangements - giving you more time to enjoy the fantastic restaurants, beautiful parks, walking trails and wineries within our region.

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