Heal At Home Admin Assistant (2 seats)

This is a remote position.

JOB TITLE: ADMIN & BOOKKEEPING SUPPORT

Coverage: 12 hours per day (8:00 AM 8:00 PM AEST)

Schedule: Monday to Friday (with possible future weekend coverage)

Model: 2 Part-timers (recommended) 6 hours each to cover full 12-hour window

Industry: Healthcare / Support Services Reports to: Admin Manager & Leadership Team (AU-based)

ABOUT THE ROLE

We are seeking two highly reliable and detail-oriented Virtual Assistants to provide end-to-end administrative and invoicing support for a growing healthcare organisation with offices in different Australian states including WA. This role requires excellent communication skills strong technical and bookkeeping abilities and the capacity to manage a high-volume inbox take fast action on referrals and support various administrative workflows as the business grows. Initially phone calls will remain onshore but the successful candidates must be capable and confident to handle phone communication in the future. This is a long-term growth-oriented role supporting multiple internal teams.

KEY RESPONSIBILITIES:

Email & Inbox Management

Provide real-time monitoring of multiple inboxes during the assigned shift.

Ensure strict response-time compliance: Within 1530 minutes maximum 1 hour unless in training or meetings.

Categorise flag and prioritise emails based on urgency.

Ensure all actions triggered by emails are completed and logged.

Referral Processing (High Priority Task)

Action all new referrals within 12 hours from receipt.

Enter referral details into the internal system accurately.

Contact clients promptly to acknowledge referral and confirm appointment requirements.

Coordinate with local AU team/managers to secure appointment slots (same-day if required).

Appointment & Calendar Coordination

Book client appointments and update calendars as required.

Liaise closely with the local admin team regarding availability and scheduling changes.

Communicate scheduling updates or issues to relevant team members.

General Administrative Support

Upload documents invoices and client files into the system.

Support local admin on ad hoc tasks such as follow-ups confirmations and data checks.

Assist in creating and updating internal records logs and trackers.

Provide admin support across different departments as needed (onboarding rostering assistance etc.)

Invoicing & Bookkeeping-Related Tasks

Monitor invoicing emails and upload invoices into the correct client folders.

Perform basic bookkeeping-related data entry tasks.

Ensure accuracy and completeness of client billing documentation.

Assist with shift blocking/tagging for payroll preparation.

Systems Security & Compliance

Use only company-approved systems logins and devices.

(Subject to IT decision) Operate exclusively on company-issued laptops OR secure access to the company environment via an approved firewall setup.

Maintain confidentiality and strictly follow data security protocols.

Follow escalation processes for any unusual clinical or compliance-related concerns.

REQUIREMENTS

Must-Have Skills (Non-Negotiable)

Excellent English communication skills (written & verbal) Must be confident and professional; accent-neutral preferred for future call handling.

Strong bookkeeping/invoicing knowledge Able to handle invoice uploads file management data entry for accounts.

Advanced administrative skills

o Inbox management

o Appointment scheduling

o Data entry accuracy

o Calendar coordination

Technical Requirements

Strong IT literacy and ability to learn new systems quickly.

Familiarity with cloud-based tools (OneDrive email systems).

Comfortable navigating CRM or client management systems.

Work Setup

Must be work-from-home ready with reliable high-speed internet.

Must be open to using company-issued equipment if required.

Located preferably within metro areas or nearby cities for logistics purposes (if equipment deployment is required).

Personal Attributes

Highly responsive and proactive.

Detail-oriented with strong organisational habits.

Can work independently with minimal supervision.

Comfortable collaborating with AU-based teams.

SCHEDULE & COVERAGE

To meet the required 12-hour daily coverage the recommended setup is:

VA 1: 8:00 AM 2:00 PM

VA 2: 2:00 PM 8:00 PM

Ensures uninterrupted admin and referral handling across multiple time zones including WA.

ADDITIONAL NOTES

Weekend coverage may be introduced as the business expands.

HR support tasks are not included at this stage but may evolve as the business grows.

Training for systems invoicing processes and escalation guidelines will be provided by the clients internal team.