You're a natural organiser who thrives on bringing order, structure, and care into everything you do. With experience in a senior administrative or practice coordination role, you can evidence your competencies across finance, client service, and compliance.
You're confident with financial processes, reporting, and compliance, and you're equally at home at the front desk — not as a receptionist, but as a practice leader who models client service excellence. You set the tone for the team, ensuring clients feel welcomed while keeping operations running to a high standard.
You enjoy supporting and coaching others, identifying opportunities to improve systems, and working closely with leadership to deliver results. This is a role for someone who wants to take ownership, step into leadership, and be part of shaping the way a modern allied health practice runs.
If you're looking for a role where you'll be valued, trusted, and supported by a collaborative organisational structure, this could be the perfect opportunity.
What You'll Bring
Experience in a senior administrative or practice leadership role with evidence of competencies.
Background and experience in Medicare billing, private health claiming, NDIS and My Aged Care case management, and TAC/WorkCover systems (Cliniko experience highly regarded).
Confidence in managing invoicing, reconciliations, and reporting with accuracy.
Leadership capability to guide and support a small administration team.
Excellent communication skills and attention to detail.
The ability to remain calm under pressure and act as the go-to person for administration team members and practitioners on all non-clinical matters.
About the Role
We are looking for an experienced and proactive Medical Administration Team Leader / Client Services Coordinator to take a pivotal role in our administration team.
This role combines day-to-day operational management with hands-on client service excellence at reception. You'll be actively involved in performing front desk duties, but your responsibilities and accountability extend well beyond those of a receptionist. This is a leadership position responsible for financial reconciliation, reporting, compliance, case management, and the supervision and development of our Client Experience Officers.
You won't be doing it alone. Our organisational structure supports you with a dedicated virtual finance and marketing team, so you can focus on what's in front of you: leading the client experience and keeping the practice running smoothly.
This is a full-time onsite position (38 hours per week), worked across five days, including two half-day Saturdays per month.
What You'll Be Doing
Lead and support the Client Experience Officer team
Oversee invoicing, reconciliations, Medicare, TAC, NDIS & My Aged Care claims
Ensure compliance and accurate diary/clinical coding
Manage referrals, recalls, waitlists, and client follow-ups
Provide front desk service with excellence when required
Support practitioners with non-clinical case management
Contribute to planning meetings and continuous improvement
About Us
Exercise for Rehabilitation & Health (EFRH) was founded on the belief that health care should be personal, supportive, and world-class.
Our core services are:
Exercise Physiology – supporting clients with diabetes, osteoporosis, cancer, weight loss, cardiac conditions, women's health, musculoskeletal rehabilitation, and persistent pain.
Physiotherapy (through our partner onsite, Essendon Physio Group) – with expertise in musculoskeletal conditions, jaw physiotherapy, vestibular and balance rehabilitation, falls prevention, and specialised respiratory physiotherapy.
We also provide complementary services to support holistic care, including:
Clinical Pilates
Group Exercise Sessions
Preventative Health Programs (e.g., Life Program, chronic disease support, falls prevention)
What makes us different?
We pride ourselves on our collaborative, multidisciplinary approach and innovative service design, which allows us to deliver world-class care and an exceptional client experience.
Why Join Our Team?
When you join us, you're not just taking on a role — you're becoming part of an organisation that values growth, support, and making a difference.
Be part of an award-winning, nationally recognised clinic.
Collaborate daily with a multidisciplinary team of exercise physiologists, physiotherapists, and other allied health professionals.
Access ongoing professional development and training, including our online learning platform.
Supported by a virtual finance and marketing team so you can focus on client service and leadership.
Enjoy the certainty of a permanent full-time role with leave entitlements and superannuation.
Work in a supportive environment where leadership is approachable, and your input matters.
Awards & Recognition
When you join us, you'll be part of an organisation recognised nationally for innovation, service excellence, client experience, and a supportive team culture:
ESSA Female Leadership in Exercise & Sports Science Award (2020)
Australian Women's Small Business Champion – Physiotherapy (2023)
Exercise and Sports Science Australia (ESSA) Practice of the Year (2023)
Australian Exercise Physiologist of the Year (2024)
RACGP/NIB Foundation Research Grant to study diabetes remission in primary care (2024)
Parliamentary Acknowledgement for Community Impact and Service Innovation (2024)
How to Apply
Apply via the Seek portal with your CV and a cover letter addressed to Nicole French (Director). Your cover letter should outline why you feel aligned with our values, what makes you the right candidate for this role, and how you will meet the key requirements outlined in this advertisement.
Applications close 28 October 2025, but shortlisting will commence immediately. We encourage you to apply early, as the role may close ahead of schedule. Only shortlisted candidates will be contacted.
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Your application will include the following questions:Which of the following statements best describes your right to work in Australia? How many years' experience do you have as a Health Administration Team Leader? Do you have management experience in the healthcare services industry? Do you have reconciliations experience?
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