Care Hub Australia is seeking a friendly, organised and professional Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals.

This is a front-desk and administration role within an NDIS and allied health environment. You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and efficiently.

The successful candidate will be someone who genuinely enjoys helping people, is confident communicating with a diverse range of clients and families, and can manage multiple administrative tasks in a busy environment.

About the Role

Care Hub Australia is seeking a friendly, organised and professional Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals.

This is a front-desk and administration role within an NDIS and allied health environment. You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and efficiently.

The successful candidate will be someone who genuinely enjoys helping people, is confident communicating with a diverse range of clients and families, and can manage multiple administrative tasks in a busy environment.

Key Responsibilities

Client Services & Reception

- Welcome clients, families, carers and visitors in a warm, respectful and professional manner.
- Manage the front reception area and provide a positive first point of contact for Care Hub Australia.
- Answer and manage incoming phone calls, emails and general enquiries.
- Assist clients and families with appointments, general queries and service information.
- Maintain a professional, welcoming and inclusive reception environment.
- Communicate effectively with NDIS participants, parents, carers,



support coordinators and other stakeholders.
- Handle sensitive client information with professionalism, discretion and confidentiality.

NDIS & Therapy Administration

- Coordinate appointments and therapy schedules across relevant services.
- Assist with client intake, onboarding and administrative documentation.
- Maintain accurate client records and ensure information is kept up to date.
- Assist with NDIS-related administration, including participant details, service information and relevant documentation.
- Liaise with therapists, support coordinators, families and other service providers as required.
- Assist with service agreements, referrals, reports and other administrative paperwork.
- Support accurate processing and tracking of appointments and service-related administration.
- Follow Care Hub Australia's policies, procedures and NDIS compliance requirements.

Administration & Office Coordination

- Manage calendars, bookings and appointment changes.
- Process emails, correspondence and general administrative requests.
- Assist with invoicing, payments, receipts and other basic financial administration.
- Maintain organised electronic and physical records.
- Assist therapists and management with administrative tasks.
- Monitor office supplies and coordinate general office requirements.
- Help identify and resolve scheduling or administrative issues quickly and professionally.
- Support the wider team to ensure clients receive a smooth and coordinated service.

About You

We are looking for someone who is:

- Warm, approachable and genuinely enjoys working with people.




- Highly organised with excellent attention to detail.
- Confident communicating with clients, families and professionals.
- Comfortable working in a busy front-desk environment.
- Able to manage competing priorities and remain calm under pressure.
- Professional, reliable and well presented.
- Confident using computers, email, calendars and Microsoft Office/Google Workspace.
- A strong communicator with excellent phone and written communication skills.
- Respectful and understanding of people with disability and their families.
- Able to maintain strict confidentiality and professional boundaries.
- Proactive and willing to take ownership of tasks.

Desirable Experience

Experience in one or more of the following will be highly regarded:

- NDIS or disability services.
- Allied health or therapy clinics.
- Medical or healthcare reception.
- Client services or customer service.
- Administration and appointment coordination.
- NDIS participant or service administration.
- Practice management or client management software.

Experience in the NDIS sector is highly desirable, but we are also open to candidates with strong administration and customer-service experience who are eager to learn.

What We Offer

- A supportive and collaborative team environment.
- The opportunity to work within the growing NDIS and allied health sector.
- A varied role combining client interaction, administration and coordination.
- The opportunity to make a genuine difference to the experience of people accessing therapy and support services.
- Career development and opportunities to grow within Care Hub Australia.

Our Values

At Care Hub Australia, we believe every client should feel welcomed, respected, heard and supported .

We are looking for someone who shares our commitment to providing high-quality client service and helping create a positive experience for participants and their families from their first interaction with us.

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📌 Client Services & Administration Coordinator (Melbourne)
🏢 Care Hub Australia
📍 Melbourne