About Empax Centre
Empax Centre is a specialised mental health service providing high-quality, client‐centred care across multiple Perth locations. Our multidisciplinary team is committed to delivering compassionate, evidence‐based mental health services in a supportive and collaborative environment.
About the role
We are seeking a Clinical Scheduling Coordinator to play a key role in supporting our clinicians and clients by ensuring the smooth coordination of treatment schedules across all Empax locations.
This role is ideal for an experienced healthcare administrator who thrives in a fast‐paced environment, is highly organised, and brings a calm, empathetic communication style when working with clients accessing mental health services.
Reporting to the Administration Manager, you will act as a central point of contact for scheduling matters and work closely with clinicians, administrative staff, and leadership to ensure continuity of care and operational efficiency.
As a Scheduling Coordinator, you will manage the scheduling of therapy services, coordinate bookings, respond to intraday changes, and liaise with clinicians to keep availability up to date. You will also serve as the first point of contact for service changes, maintain stable, responsive schedules and support seamless care experiences for clients and clinicians.
Key responsibilities
* Scheduling: Working closely with a large team of therapists and clients to arrange treatment schedules that meet the needs of the clients and assigned therapists pairings.
* Rostering & Availability Management: Ensuring all clinician availability is up to date, including periods of leave, to efficiently maintain stable and responsive schedules.
* Communication and Operational Support: Working closely with clients and clinicians to provide clear and timely communication, offering support across all operational aspects of the clinic and escalating care appropriately and efficiently when required. Building relationships and ensuring a high level of customer service.
* Clinical Liaison & Stakeholder Coordination: Liaising with a multidisciplinary team of psychiatrists and therapists to coordinate clinical services and ensure smooth handovers between administrative and clinical teams. Acting as first point of contact for staff calls.
* Database & Systems Management: Accurately entering and maintaining schedules, ensuring all records are up to date and compliant. Utilizing patient management databases to track and manage schedules and generate reports as needed.
* Compliance, Quality, and Safety: Promoting a culture of excellence, safety, quality, care and trust. Maintaining confidentiality and privacy of client and staff information in accordance with relevant legislation and organisational policies.
* General and Administrative Responsibilities: Contributing to continuous improvement of scheduling processes and operational efficiency. Undertaking other reasonable duties as directed by management, consistent with the scope and level of the role.
Desirable Experience & Qualifications
* Previous experience in scheduling, rostering, or administration environments (highly desirable).
* Healthcare or medical industry experience is required for this scheduling role.
* Proven experience with patient management or scheduling software.
* Exceptional organisational skills and meticulous attention to detail.
* Strong communication and interpersonal skills, with the ability to handle sensitive information with professionalism and empathy.
* A police check is required for this role due to the sensitive nature of client information.
* The ability to manage multiple tasks efficiently and problem‐solve in a fast‐paced environment.
* Technically proficient and adaptable when it comes to new technologies and clinical management systems.
* Australian citizenship is required for this position.
Why you'll love it
* Comprehensive training provided.
* Flexible hybrid working arrangement (3 days office, 2 days WFH).
* Be part of a mission‐driven organisation transforming mental healthcare.
* Build valuable skills in healthcare coordination and workforce planning.
* Supportive team culture with a focus on continuous learning.
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