Job Description

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- Location: Glen Iris
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- Employment Type: Part-Time
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- Hours: 4 hours per day
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- Preferred Hours: Flexible, ideally between 9:00am – 3:00pm
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We are seeking an organised and proactive Operations Coordinator to enhance our intake processes and provide operational support to our Allied Health team.

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This role is central to delivering an exceptional participant experience, from initial enquiry through to service delivery, while supporting practitioners to maintain high-quality supports.

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If you thrive in a fast-paced environment, enjoy coordinating workflows, and are passionate about making a meaningful difference in people’s lives, this could be the opportunity for you.

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Participant Intake & Customer Experience

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- Respond to new enquiries and service requests in a professional and timely manner.
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- Provide a welcoming first point of contact for participants and families.
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- Manage intake of new participants, liaising with internal teams and external stakeholders.
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- Collect, maintain and accurately record required documentation and participant information.
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- Act as the primary contact for current participants, addressing enquiries, concerns and feedback.
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- Maintain participant contact and records within required timeframes.
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Practitioner & Workflow Support

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- Liaise with Allied Health practitioners to coordinate appointments and manage diaries.
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- Monitor workloads and forecast demand to ensure smooth workflow.
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- Maintain CRM systems (Nookal and Planner).




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- Support Allied Health compliance and audit requirements.
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- Contribute to workflow improvements aligned with Scope of Practice and team KPIs.
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Administration & Reporting

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- Develop and maintain service agreements.
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- Complete administrative processes to ensure seamless service delivery and financial sustainability.
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- Provide accurate, timely data and reports to support recruitment, strategy and service provision.
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- Support the Finance team with invoicing and claims.
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- Provide Behaviour Support practitioner administration support via PRODA. (uploading BSP's)
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You will bring; n

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- Strong organisational and time management skills
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- Excellent communication and stakeholder engagement abilities
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- High attention to detail and accuracy
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- Experience in administration, intake, scheduling or healthcare/community services (desirable)
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- Confidence using CRM systems and managing data
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- A proactive mindset with the ability to anticipate workflow needs
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- A genuine passion for supporting positive participant outcomes
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Why Join Us? n

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- Flexible part-time hours
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- Meaningful work supporting people to achieve their goals
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- Collaborative and values-driven team environment
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- Prospect to contribute to continuous improvement and service excellence
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If you are ready to play a key role in enhancing participant experience and supporting Allied Health service delivery, we would love to hear from you.

📌 Operations Coordinator Allied Health (Part Time) (Melbourne)
🏢 Hearth Support Services
📍 Melbourne