About West Coast Neuro
West Coast Neuro is a neurological rehabilitation clinic specialising in supporting individuals living with conditions including stroke, spinal cord injury, brain injury, Parkinson's disease, cerebral palsy, multiple sclerosis, concussion, and other neurological presentations. Our team includes Occupational Therapists, Physiotherapists and Exercise Physiologists who work closely together to help clients achieve meaningful goals and maximise independence.
About This Role
The Admin & Finance Coordinator plays a key role in ensuring the smooth and professional running of the clinic's administration, finance, and operational functions. You will work within established systems and processes, ensuring they are executed consistently, efficiently, and to a high standard, while also identifying opportunities for refinement as the clinic grows.
This role combines:
* Front desk and administration leadership
* Referral and intake coordination
* Client communication and support
* Finance and accounts administration
* Scheduling and operational support
* Purchasing, systems, and clinic coordination
Key Responsibilities
Administration & Front Desk Leadership
* Manage front desk processes to ensure exceptional client experience
* Answer and manage phone and email communication promptly and professionally
* Ensure clients are welcomed and supported on arrival
* Maintain smooth daily clinic administration and workflow
* Coordinate consumables, supplies, and general clinic organisation
* Manage administration inboxes and communications
* Support clear and effective communication across the clinic
Referral & Intake Management
* Receive, triage, and manage incoming referrals efficiently
* Allocate referrals based on clinical needs and therapist capacity
* Coordinate intake processes and service agreements
* Liaise with referrers and external stakeholders to support onboarding
* Manage referral waitlists and communicate professionally with new enquiries
* Ensure a high-quality and timely client onboarding experience
Client Experience & Coordination
* Act as a key point of contact for clients, families, and referrers
* Manage enquiries with professionalism, empathy, and clarity
* Support resolution of invoicing and administrative queries
* Build strong relationships with internal and external stakeholders
* Track client engagement, rebookings, and scheduling patterns
* Ensure a consistently high standard of client experience
Finance & Accounts Support
* Support reconciliation and accounts processes using Xero
* Assist with debtor follow-up and accounts administration
* Manage accounts and invoicing inboxes
* Maintain accurate financial records and reporting processes
* Liaise with accounts support regarding outstanding payments and queries
Operations & Scheduling
* Support therapist diary management and scheduling efficiency
* Monitor capacity and appointment utilisation
* Help reduce gaps and improve clinic flow
* Support adherence to existing scheduling systems and processes
* Track operational metrics including utilisation and referral trends
Purchasing, Equipment & Systems
* Coordinate ordering of consumables, supplies, and equipment
* Follow established purchasing processes and systems
* Support technology systems including computers, phones, and software
* Assist with HICAPS and Tyro Health administration and troubleshooting
* Coordinate maintenance and repairs with external providers
Clinic Presentation & Maintenance
* Maintain a clean, organised, and professional clinic environment
* Coordinate maintenance and repair requests
* Ensure clinic presentation standards are consistently met
* Support smooth day‐to‐day operational functioning of the clinic
This Role May Suit Someone Who
* Enjoys structure, organisation, and operational flow
* Takes pride in doing things properly and consistently
* Is proactive, calm, and solutions focused
* Communicates clearly and professionally
* Enjoys working with both people and systems
* Can manage competing priorities efficiently
* Values teamwork and high standards
* Wants to grow into a senior operations role over time
Why You'll Love Working at West Coast Neuro
* BUILD SOMETHING FROM THE GROUND UP – this is our first dedicated Admin & Finance Coordinator role, designed to support and strengthen a well‐established system as the clinic continues to grow.
* CAREER GROWTH & LEADERSHIP PATHWAY – this role has strong potential to develop into a broader operations leadership position across multiple clinics as West Coast Neuro expands.
* SUPPORTIVE AND COLLABORATIVE TEAM – you will work closely with a passionate clinical and leadership team that values initiative, communication, and collaboration.
* PURPOSE‐BUILT CLINIC – you will work within a modern neurological rehabilitation facility with innovative equipment and systems designed to support high‐quality care.
* MEANINGFUL IMPACT – your work directly supports clients living with neurological conditions and ensures clinicians can deliver their best work every day.
The Details
* Full‐time or part‐time position
* Salary based on experience
* Based in our Balcatta Clinic
* Foundational role with leadership growth pathway
We Welcome All Applicants
We are building a team that reflects the clients and community we support, and we welcome applicants from all backgrounds and levels of experience. You do not need to have prior experience in healthcare or allied health – we can teach you that. What we are really looking for is someone with strong communication skills, a genuine client‐focused mindset, and experience in a people‐facing role where you've been responsible for providing a high standard of service.
If you are proactive, reliable, and excited by the opportunity to grow within a supportive and fast‐moving team, we would love to hear from you.
Apply now and become part of West Coast Neuro and grow with us.
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