Calendar wizard? Follow-up fanatic? We've been looking for you

Picture a week of back-to-back appointments, a school holiday on the horizon and a couple of therapists on leave. If your first thought is “I've got this” (and maybe reaching for a highlighter), keep reading - you might be exactly who we're looking for.

We welcome applications from people of all backgrounds, cultures, genders, ages, sexualities and abilities. Aboriginal and Torres Strait Islander people, LGBTQIA+ folks, people with lived experience of disability, and anyone returning to work after a career break are all warmly encouraged to apply. If you need any adjustments during our recruitment process, just let us know - we're happy to make that happen.

You're the backbone (no pressure)

Our therapists change lives. You make sure they can. This role is the backbone of Jigsaw Therapy - the person who keeps the schedule flowing, families in the loop and everything moving forward, so our therapists can focus on what they do best.

When you're nailing it, things just flow: our therapists arrive to an accurate, well-planned schedule, never have to chase paperwork or rebook their own clients, and families are sorted well before school holidays or leave come around. When something lands on your desk, it gets finished – and everyone can relax knowing it's in protected hands.

You’ll be based across both our Christies Beach and Morphett Vale site.

About us

Jigsaw Therapy is a small, close-knit allied health team supporting children, adults and families across Southern Adelaide. We take a person-centred approach – helping people with disability build confidence, independence, and more choice and control over their lives.

Kindness, collaboration and genuinely listening sit at the heart of what we do – for our clients and for each other. Every piece of our puzzle matters, and this one holds a lot of it together.

Thinking three moves ahead (we mean it)

Many of our clients are school-aged, so our calendars run on school terms, public holidays and therapist leave. In this job,



you'll be thinking about the school holidays before the term has even started. Spotting clashes early and rebooking families before anyone has to ask – that's the magic.

What a week might look like

Calendar wrangling & planning ahead

- Owning therapist calendars from start to finish – bookings, confirmations, reschedules and cancellations – across clinic, school and community settings
- Planning each school term in advance: mapping school holidays, public holidays and therapist leave, and rebooking affected clients weeks ahead
- Coordinating school-based sessions around term dates, timetables and family availability (yes, it's a puzzle – that's the fun part)
- Filling cancellations from the waitlist and sorting changes yourself, so therapists don't have to
- Working with clinicians to keep caseloads balanced and things moving smoothly

Closing every loop

- Managing the shared inbox and phones, making sure every email, call and request is actioned – not just read
- Tracking outstanding tasks and following up with clients, families, schools, referrers and the team until they're done
- Supporting new client intake and onboarding – chasing paperwork, funding details and referral information, so therapists start with everything they need

Being the friendly face of Jigsaw

- Welcoming clients and families in person, on the phone and by email – you're often the first person they speak to, so you set the tone
- Keeping client records and databases accurate and up to date
- Handling reports, documentation and the everyday jobs that keep our clinics humming

What's in it for you

- Competitive salary based on experience




- Quarterly mental health allowance – you look after everyone else, so we'd like to look after you
- Flexible work – part time or full time
- Supportive onboarding and training, so you're never left guessing how we do things
- A team who'll genuinely notice (and appreciate) the difference you make
- An inclusive culture where your ideas are heard (and actually used)
- Room to grow with a small, expanding organisation

About you We'd love to hear from you if you:

- Have experience in scheduling, administration or reception – health, allied health or NDIS experience is a bonus
- Are a natural finisher: you track every open task and follow it through without needing a reminder
- Plan weeks and months ahead, not just day to day
- Take things off therapists' plates rather than handing them back – and get real satisfaction from it
- Are confident picking up the phone to clients, families, schools and referrers
- Love a good system: you follow procedures consistently and keep accurate records
- Stay calm (and maybe even enjoy it a little) when schedules change at the last minute
- Are comfortable with practice management systems, calendars and technology – Zanda or Splose experience is a bonus
- Enjoy working with people of all ages and backgrounds
- Can work independently and as part of a team
- Hold (or are willing to obtain) NDIS Worker Screening and a Working with Children Check
- Have Australian working rights

Ready to book in a chat? (We'll let you pick the time) If you love keeping things flowing, a finished to-do list and knowing you've made someone's day easier, we'd love to hear from you.

In your application, please tell us briefly (we'll be reading closely – this is the job, after all!):

- How you keep track of follow-ups so nothing slips through the cracks
- How you'd plan a therapist's calendar ahead of the school holidays

Hit apply, or for a confidential, no-pressure chat about the role, call Iris Leeson on [0478 627 334](tel:0478 627 334) or email [email protected].

📌 Scheduling Coordinator & Reception Administrator – Southern Adelaide
🏢 Jigsaw Therapy
📍 Adelaide