An opportunity for someone who loves making things happen!

We're looking for an organised, proactive and commercially aware Business Administration & Client Services Coordinator to join our growing team.

We operate across healthcare and allied health, with a number of services, practitioners, locations and programs. Our environment is dynamic, and our operational priorities can change quickly in response to client needs, funding arrangements, industry developments and business growth.

We need someone who enjoys being involved in the bigger picture, not just completing a list of reception duties.

You'll play an important role in keeping our businesses organised, ensuring clients receive a positive experience, supporting our practitioners and helping the Director keep day-to-day operations moving.

We're looking for someone who sees what needs doing, takes ownership and gets things done.

Your responsibilities

1. Client Services & Reception

- Provide a warm, professional and welcoming experience for clients and families.

- Manage incoming calls, emails and general enquiries.

- Respond to enquiries promptly and ensure appropriate follow-up.

- Explain our services and programs positively and confidently.

- Assist families to navigate bookings, appointments and administrative processes.

- Maintain professional relationships with clients, practitioners and referral partners.

- Identify opportunities to connect families with appropriate services within our businesses.

2. Splose & Client Coordination

- Confidently manage our Splose practice management system.

- Coordinate practitioner calendars, bookings and appointment changes.

- Proactively monitor, manage and maintain client waitlists.

- Regularly contact families on waitlists and offer suitable appointments.

- Follow up new enquiries to help convert prospective clients into active bookings.

- Identify appointment gaps and work proactively to improve practitioner utilisation.

- Monitor cancellations and work to fill vacant appointment times.

- Maintain accurate client records, documentation and administrative processes.

- Identify opportunities to improve client flow and administrative efficiency.

3. Xero & Financial Administration

- Confidently use Xero for day-to-day accounts administration.

- Process supplier invoices, customer invoices and payments.

- Assist with accounts payable and receivable.

- Reconcile transactions and maintain accurate financial records.

- Monitor outstanding accounts and follow up payments.

- Assist with supplier administration and financial reporting.





- Support the Director with general bookkeeping and accounts administration.

4. Business Operations & Administrative Support

- Provide practical administrative support across our businesses.

- Ensure assigned tasks are completed accurately and within agreed timeframes.

- Follow up outstanding actions and ensure nothing falls through the cracks.

- Assist with staff administration, documentation and operational processes.

- Maintain organised electronic records and business systems.

- Assist with projects, business initiatives and process improvements.

- Identify operational issues and bring forward practical solutions.

- Help the Director and management team with the tasks required to keep the businesses running smoothly.

5. Adaptability & Business Awareness

The healthcare and allied health environment is continually evolving. Changes to NDIS funding, Medicare arrangements, government initiatives, industry requirements and client expectations can have a direct impact on how our businesses operate.

We need someone who:

- Is comfortable working in an environment where priorities can change from day to day.

- Takes an interest in understanding the broader business environment.

- Can adapt administrative processes when funding or operational requirements change.

- Is comfortable learning new systems and procedures.

- Can recognise when something needs attention and escalate issues appropriately.

- Remains solutions-focused when faced with challenges.

- Understands that flexibility and responsiveness are essential in a growing business.

6. Teamwork & Communication

We are a collaborative team with practitioners, administration and management working across different services and locations.

You'll need to:

- Work confidently both independently and as part of a team.

- Communicate clearly and professionally.

- Build positive working relationships with different personalities and professional backgrounds.

- Share information and keep relevant team members informed.

- Take responsibility for your work and follow through on commitments.

- Be receptive to feedback and willing to continually improve.

About you

The person we're looking for is:





- Proactive, organised and highly reliable.

- Experienced in administration, reception and client coordination.

- Confident and competent using Xero and Splose.

- Comfortable managing accounts administration and client bookings.

- Excellent at prioritising and managing competing demands.

- Someone who takes initiative rather than waiting to be told what to do.

- Adaptable and comfortable with changing business priorities.

- Professional, approachable and positive in their communication.

- Commercially aware and interested in how a business operates.

- Able to work autonomously while contributing to a collaborative team.

- Experience in healthcare, allied health, NDIS or other service-based businesses will be highly regarded.

What makes someone successful in this role?

We value people who:

- See a problem and look for a solution.

- Notice an unfilled appointment and proactively work to fill it.

- Follow up an enquiry rather than allowing it to go cold.

- Complete tasks without needing repeated reminders.

- Understand that the small administrative details contribute to the bigger picture.

- Take pride in representing the business positively.

- Recognise that their contribution directly impacts client experience and business performance.

We don't expect you to know everything on day one. We do expect curiosity, initiative, accountability and a willingness to learn.

What we offer

- A part-time position with negotiable working arrangements.

- A diverse role across growing healthcare and allied health businesses.

- A collaborative and supportive team.

- An opportunity to contribute ideas and improve business processes.

- A role with variety, responsibility and scope to develop.

How to apply

We'd love to hear from someone who enjoys being organised, taking initiative and making a genuine contribution to a business.

Please include your resume and outline:

- Your experience using Xero, including the types of accounts tasks you have managed.

- Your experience using Splose or other practice management systems.

- Your experience managing client enquiries, appointment bookings and waitlists.

- An example of when you identified something that needed doing and took the initiative to resolve it.

- How you manage competing priorities when business needs change unexpectedly.

If you're someone who takes ownership, enjoys working with people and understands that great administration is essential to a successful business, we'd love to meet you.

📌 Business Administration & Client Services Coordinator (Spring Hill)
🏢 Neurodiverse Playhouse
📍 Spring Hill