Job DescriptionPathway Talent is seeking an experienced Administration Coordinator to join the headspace Brookvale team.This is an opportunity for a highly organised administration professional who enjoys coordinating multiple priorities, maintaining accurate systems and supporting the smooth day-to-day operation of a busy service.While you'll help create a warm and welcoming experience for young people, families and visitors, this is more than a reception role.
We're looking for an Administration Coordinator who can take ownership of broader administrative responsibilities including appointment scheduling, customer records and data systems, billing processes, GP clinic administration, documentation and compliance, while working closely with a multidisciplinary headspace team.headspace provides early intervention mental health services to young people aged 12 to 25, with a focus on improving young people's mental, social and emotional wellbeing through high-quality integrated services.About the RoleAs the Administration Coordinator, you'll provide professional and effective administrative support to young people accessing the service and the wider headspace team.You'll help keep the administrative side of the service running smoothly while ensuring young people, families, carers and other visitors receive a skilled and youth-friendly experience.Your responsibilities will include:Coordinating appointment scheduling and bookingsMaintaining accurate and timely customer files, documentation and data systemsSupporting centre billing processes and systems alongside the Senior Administration CoordinatorSupporting GP clinics, including administrative processes and stock requisitionProviding information about headspace services and activitiesSupporting the headspace Receptionist and delegating tasks where requiredWorking collaboratively with young people, families, carers and the wider headspace teamEnsuring administrative activities comply with organisational policies and proceduresDeveloping knowledge of relevant legislation and requirements related to the roleParticipating in team meetings,



operational supervision and professional development activitiesProviding additional administrative support to senior staff as requiredAbout YouYou're a capable administrator who enjoys keeping systems, processes and people organised.
You can confidently manage competing priorities, work independently and maintain accuracy across records, documentation and administrative systems.
You know when to take ownership and when consultation or support is needed.Just as importantly, you understand that how people are welcomed matters, particularly when young people may be accessing mental health support for the first time or during a stressful or difficult period.To be considered, you'll bring:Certificate III in Administration and/or a minimum of two years' demonstrated administration experienceStrong administration and coordination skillsExcellent organisational skills with the ability to manage competing prioritiesStrong attention to detail and accurate record keepingA warm, professional and youth-friendly face-to-face and telephone mannerThe ability to work independently and seek consultation when requiredProficiency in Microsoft Office programsExperience using electronic customer record systemsStrong communication and collaboration skillsA commitment to delivering a high-quality customer experienceWorking Within Youth Mental HealthYou don't need to be a clinician, but you do need to appreciate the importance of providing respectful, professional and appropriate support within a mental health service.Young people accessing headspace may have limited or no previous experience with mental health services and may be accessing support during stressful or difficult periods.
You'll also interact with families and carers who may be experiencing challenges while supporting a loved one.We're looking for an Administration Coordinator who can combine strong administration capability, organisation and attention to detail with sensitivity,



effective communication and a youth-friendly approach.What Success Looks LikeCustomers and stakeholders receive a positive experienceService billing and documentation are accurate and completed within required timeframesYou actively contribute within the multidisciplinary teamCompliance requirements are maintainedYou proactively contribute to service improvements and the quality of care providedChecks & CertificationsPolice Check / Criminal History CheckWorking with Children CheckNDIS Worker CheckValid NSW Class C Driver LicenceWhat's on OfferA genuine Administration Coordinator role with responsibilities extending beyond receptionA varied role incorporating appointment scheduling, records, documentation, billing and GP clinic administrationThe opportunity to bring your administration expertise into a youth mental health environmentWork alongside a multidisciplinary headspace teamMeaningful work supporting positive experiences for young people, families and carersNot-for-profit salary packaging benefitsOpportunities to participate in ongoing professional development and continuous improvement activitiesA Safe and Inclusive WorkplacePathway Talent is committed to supporting recruitment practices that prioritise the safety and wellbeing of children, young people, people with disability and the communities our clients serve.In line with these commitments, appointments may be subject to relevant pre-employment and safeguarding requirements, including background screening, qualification verification and role-specific compliance checks.Diversity & InclusionPathway Talent is committed to supporting inclusive, diverse and culturally safe workplaces.We strongly encourage applications from Aboriginal and Torres Strait Islander peoples, people with disability, members of the LGBTQIA+ community, and people from culturally and linguistically diverse backgrounds.Ready to Make a Difference?
If you're an experienced administrator who thrives on organisation, accuracy and coordination and you're looking for an opportunity where you can take ownership of broader administrative responsibilities, we'd love to hear from you.Bring your administration expertise to headspace Brookvale and support a service making a difference in the lives of young people and their families.
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📌 Policy Officer, Housing & Mental Health Programs (Sydney)
🏢 NSW Health
📍 Sydney