Administration and Intake Officer
(Client Engagement, Intake Coordination and Growth Support)

Employment Type: Part-time

Start Date: Immediate

Remuneration: Competitive remuneration aligned with experience

About HealthSync Care

HealthSync Care is a specialist paediatric assessment and intervention clinic supporting children with ADHD, autism, learning and developmental differences.

We operate as a multidisciplinary clinic, with psychologists working collaboratively alongside an in-house paediatrician and allied health clinicians to support integrated clinical management.

The Role

We are seeking an Administration and Intake Officer to support the smooth day-to-day operation of HealthSync Care by providing administrative support, intake coordination, prospective client engagement, and professional communication with families, referrers, schools and allied health providers.

Key Responsibilities:

Administration and Clinic Support

- Responding to phone, email, website and other enquiries in a professional, timely and child-centred manner.

- Assisting with appointment bookings, confirmations, cancellations, rescheduling and follow-up communications.

- Maintaining accurate patient, family, referrer and clinic records in HealthSync Care’s practice management, CRM and record management systems.

- Supporting the Senior Admin Officer and wider administration team with filing, scanning, document management, data entry, templates, checklists and administrative process improvement;

- Supporting complaint escalation, incident reporting and administrative follow-up processes as directed.





Intake Coordination and Prospective Family Engagement

- Conducting intake-related calls and communications with prospective families to understand their enquiry, explain HealthSync Care’s administrative process, service pathways, package structure, booking requirements and next steps.

- Supporting appropriate conversion of suitable enquiries into bookings, while ensuring communications remain ethical, accurate, professional and consistent with HealthSync Care’s approved messaging.

- Identifying enquiries that require clinical input, urgent escalation or management review and escalating those matters appropriately.

- Ensuring families receive a warm, respectful, informative and supportive experience during the intake process.

- Maintaining confidentiality, privacy and professional boundaries at all times.

What We’re Looking For

Ideally, you will have:

- Strong communication and interpersonal skills;

- Professional telephone and email manner;

- Ability to engage warmly with parents, carers, and referrers;

- Strong attention to detail and accurate data entry;

- Ability to manage sensitive family information confidentially;

- Ability to work collaboratively with the Senior Admin Officer, clinicians, management and the marketing agency;

- Ability to manage competing tasks and follow up leads in a timely manner; and

- Good organisational and record management skills.

What We Offer

At Healthsync Care, we believe in fostering a collaborative and supportive work setting. You'll enjoy a competitive salary and opportunities for professional development. We also encourage a healthy work-life balance.

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