Administrator - (Therapy Coordinator)

When you join Early Start Australia, you’ll be part of an allied heath team that’s in it together. A local team that’s right beside you, supported by leaders who know the work. From small shifts to life-changing breakthroughs, you’ll make a positive impact for children, young people, and their families across Australia. With flexibility and support to thrive, you’ll continue to grow and build a meaningful career, your way.

What You’ll Do At Our Toowoomba Clinic

Client Administration & Care Coordination

• Coordinate client appointments and therapy support activities in collaboration with therapists, administration, and leadership teams to optimise therapist travel time, therapy hours, and administrative efficiency
• Respond promptly to changes in therapist availability and ensure schedules are accurately updated within the Practice Management System (PMS)
• Facilitate continuity of care by rescheduling sessions, converting appointments to telehealth, or coordinating therapy support activities in place of cancellations
• Conduct client welcome and onboarding calls, gathering relevant health, psychosocial, and risk-related information to support safe and effective service delivery
• Ensure NDIS plans are obtained and stored appropriately, or clearly documented where families choose not to provide plans

Operational Oversight & Systems Management

• Monitor and action administration task queues and shared inboxes, completing tasks directly or delegating appropriately to administration and therapy team members
• Oversee appointment completion, accurate invoicing, and service delivery summaries in alignment with NDIS, Medicare, and private funding requirements
• Generate, amend, and manage therapy plans and formal documentation in accordance with organisational processes and funding model requirements
• Prepare and distribute PMS reports to therapists and leadership, providing accurate insights into caseloads, productivity, and client data

Compliance, Reporting & Quality Assurance

• Adhere to nationally consistent administrative and clinical support processes communicated via training, the Knowledge Hub, and leadership communications
• Maintain strict privacy and confidentiality in line with organisational policies and legislative obligations
• Ensure incidents, complaints, risks, and hazards are identified, documented, and escalated appropriately

Workplace Health, Safety & Organisational Responsibilities

• Comply with and promote work health and safety, child safe environments, cultural competence, and emergency procedures
• Actively participate in risk identification, assessment, and prevention activities
• Take reasonable care for personal safety and the safety of others, follow safe work practices, attend WHS consultations, and report hazards or incidents promptly

What You’ll Bring

• Highly developed organisational skills with the ability to prioritise tasks and work at a fast pace to meet deadlines, with flexibility to reprioritise as needs change
• An empathetic capacity with the ability to listen patiently, respond appropriately, make risk assessments, escalate matters as needed and maintain confidentiality
• Ability to collaborate and communicate effectively with our leadership team, therapists and clients
• Excellent in-person, telephone, email and PMS-based communication skills

Qualifications / Compliance

• NDIS Workers Screening Check
• Current Drivers’ Licence and vehicle
• Current Working with Children Check or Working with Vulnerable People Registration (state specific)
• National Police Check
• Accredited First Aid & CPR Certificate

What You’ll Get

Flexibility and Wellbeing

• Flexible hours and compressed work options
• Up to 12 weeks annual leave.
• Up to 16 weeks paid primary carer leave
• Wellbeing support program for you and your family

Reward and support

• Competitive salary
• Registration and professional membership contribution
• Work in an environment that focuses on multidisciplinary collaboration, improving outcomes together
• National and global career pathways through the APM Group

Who We Are

We’re a dedicated and passionate team of allied health professionals helping children and young people aged 0-16 to reach their full potential. Our multidisciplinary teams work closely with families to deliver personalised, evidence-based support across communication, motor, cognitive and social development. We are a registered NDIS provider and our clinics offer therapy under different funding models. As part of the APM Group, we offer the scale and stability of a global organisation, with the feel of a local team.