URGENT Dayshift WFH VA - Operations Administrative Assistant
URGENT Dayshift WFH VA - Operations Administrative Assistant
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1-3years
$ 6 - 7
1 Vacancy
Job Description
This is a remote position.
A solid understanding of allied health services particularly occupational therapy speech therapy and physiotherapy and associated interventions is essential to support client intake triage and service coordination. The role involves managing waitlists monitoring clinician caseloads and ensuring referrals are allocated appropriately based on clinical needs sta availability and funding requirements. Familiarity with NDIS TAC DVA Medicare and Aged Care funding pathways is essential.
- Respond promptly to incoming calls and enquiries from marketing campaigns (e.g. Google Ads) providing professional and helpful first contact.
- Manage email correspondence and client communications including followups and general enquiries.
- Oversee participant intake processes sending tracking and following up on intake forms and documentation.
- Triaging incoming referrals and matching clients with appropriate clinicians based on skill set discipline and availability.
- Manage and maintain waitlisted clients monitoring clinician caseloads and making allocations based on service capacity and priority.
- Schedule appointments and coordinate clinician calendars.
- Maintain and update client records using practice management software or CRM.
- Support general administrative tasks such as filing invoicing data entry and document preparation.
- Assist with lead tracking and business development followup activities.
- Liaise with funding bodies and referrers to ensure accurate client information and billing setup.
- Collaborate with clinicians to coordinate client care and monitor service delivery timelines.
- Contribute to the development and refinement of onboarding allocation and workflow processes.
Requirements
- At least 12yrs experience in a VA administrative or operations role ideally within healthcare or allied health.
- Knowledge of key funding streams including NDIS TAC DVA Medicare and Aged Care (e.g. Home Care Packages CHSP).
- Excellent communication and interpersonal skills with a clientfocused approach.
- Strong organisational and timemanagement abilities.
- Ability to triage referrals manage waitlists and allocate clients based on clinical needs service priorities and clinician caseload capacity.
- Sound understanding of allied health services especially occupational therapy speech therapy and physiotherapy including common assessment and intervention types.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Proficiency in Microsoft Office Google Workspace and practice management systems (Splose).
- Ability to work both independently and as part of a collaborative team in a fast paced environment.
Benefits
What We Offer:
Permanent Dayshift WFH (Remote)
Annual Travel incentive
Quarterly 5Star Hotel team meeting
Visit these links to know more about our company and culture: Education None in Specific
ScaleX Website: Linktree : Conrad Quarterly Bonus Incentive:
Requirements Key Selection Criteria At least 1-2yrs experience in a VA - administrative or operations role, ideally within healthcare or allied health. Knowledge of key funding streams including NDIS, TAC, DVA, Medicare, and Aged Care (e.g. Home Care Packages, CHSP). Excellent communication and interpersonal skills, with a client-focused approach. Strong organisational and time-management abilities. Ability to triage referrals, manage waitlists, and allocate clients based on clinical needs, service priorities, and clinician caseload capacity. Sound understanding of allied health services, especially occupational therapy, speech therapy, and physiotherapy, including common assessment and intervention types. Ability to handle sensitive information with discretion and maintain confidentiality. Proficiency in Microsoft Office, Google Workspace, and practice management systems (Splose). Ability to work both independently and as part of a collaborative team in a fast- paced environment.
Employment Type
Full Time
