Job Purpose and Scope
Support daily administrative operations at The BrainWell Collective, a NDIS‑registered Occupational Therapy clinic, including client enquiries, participant onboarding, and digital record management. This role suits someone organised, empathetic, and confident using technology.
Duties & Responsibilities
Client Enquiries & Onboarding
* Manage new enquiries via phone, email, and walk-ins
* Support clients and nominees with referrals and onboarding
* Prepare NDIS Service Agreements and client documents
* Assist with appointment confirmations, rescheduling, and cancellations
* Monitor and update onboarding progress, providing weekly status reports
* Maintain a professional, calm, and supportive approach in all communications with clients, families, and team members
Clinic Administration
* Manage shared inboxes and digital records
* Handle administrative tasks to ensure smooth clinic operations.
* Assist with office coordination (supplies, rooms, meetings)
SPLOSE & MS365 Ecosystem Support
* Assist the Operations Coordinator in building and enhancing ecosystem support across digital systems
Ad-hoc Tasks
* Assist the clinical and operations team as needed
Key Selection Criteria
* Empathetic, calm, and professional communication style
* Strong organisation and attention to detail
* Clear written and verbal communication skills
* Able to work independently and as part of a team
* Confident using Microsoft 365 systems (Excel, Teams, SharePoint, OneDrive, Outlook etc.)
* Intermediate Excel capability (can independently source and apply formulas; AI tools welcomed)
* Ability to learn Splose and other software.
Required Qualifications
* Valid working rights in Australia.
Experience (Preferred but Not Essential)
* Administration experience in healthcare, allied health, disability, or NDIS settings.