Overview
Your Role as Administration Coordinator: You will support the day-to-day operations of the headspace centre, working closely with the Centre Manager to ensure administrative functions run efficiently and effectively, enabling high‐quality services to young people and the broader community.
Responsibilities
* Coordinate daily administrative functions of the headspace centre.
* Contribute as a member of the headspace Senior Leadership Team and oversee WH&S requirements.
* Review and update practice manuals, manage stock control and ordering, and schedule maintenance.
* Provide administrative support for client appointment bookings, telephone calls, and liaison with external services.
* Collaborate with the Community Development Officer to keep social media accounts up to date.
* Take responsibility for MBS billing requirements of allied health and general practitioners; maintain GP rooms and consumable stock.
* Ensure documentation for credentialing, registration, insurance, service agreements and MOUs is current for all stakeholders.
* Record and sign off staff training; produce professional documents for internal communication, onboarding and induction.
* Support recruitment, site induction and orientation for new students, employees, in‐kind service providers and private practitioners.
* Maintain relationships with internal and external stakeholders, facilitating effective communications and recording key outcomes.
* Assist with coordination of events and provide secretariat services for agendas, minutes and meetings.
* Prepare invoices for approval weekly, manage petty cash and reimburse credit card purchases.
* Develop and implement quality assurance and client satisfaction processes with the Centre Manager and Senior Leadership Team.
What We Offer
* Attractive remuneration plus packaging benefits, boosting take‐home pay by up to $18,550 annually through not‐for‐profit tax concessions.
* Work‐life balance with flexible hours that accommodate your life.
* Career development through structured induction, mentorship and professional growth pathways.
What We're Looking For
* Diploma or appropriate certificate in a relevant discipline or substantial experience in a similar role within health care management, general practice or related sectors.
* Excellent knowledge of Microsoft Office 365 applications and medical record systems such as MMEX or Best Practice.
* Demonstrated interpersonal skills and specialist knowledge for private practice administration, client reception and IT systems.
* Detailed knowledge of Medicare Billing Scheme structures and processes.
* Highly developed written and verbal communication skills, customer service aptitude and telephone manner.
* Strong analytical, problem‐solving and decision‐making abilities.
* Excellent time‐management and organisational skills with the ability to meet deadlines.
* Approachable, youth‐friendly engagement with young people, private providers, staff and stakeholders.
Essential Requirements
* Proof of COVID‐19 vaccination status (or as required by legislation and policy).
* Completion of relevant probity checks required by legislation and policy.
* Current driver's licence and willingness to travel for work.
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