Admin Assistant

hb rehab
Wallsend NSW

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Job Details

Permanent | Part-time

Qualifications

Microsoft Office
Administrative experience
Communication skills
Time management

Full Job Description

What Sets Us Apart
We understand that not all Allied Health roles offer the same experience. Some can feel repetitive or isolating, with little support. At HB Rehab, we’ve created—purposeful work, real flexibility, and a connected team that trusts and empowers you to thrive. There are 14 of us on the team, and the vibe strikes the perfect balance between focused and fun. We work hard, support each other, and enjoy plenty of laughs along the way—because great teamwork thrives when everyone feels comfortable and engaged.

Sponsorship

Yes, we will sponsor experienced OCCUPATIONAL THERAPISTS into Australia -contact our Director: [email protected]

What you’ll get

Tailored Incentives:

We know that no two people are the same. That’s why we offer customised incentives that align with your professional goals and performance—whether that's extra PD, bonus structures, or something more unique to you.

Extra Leave When You Need It:

We get it—life happens. Especially in today’s climate, it’s important to have support when you need time away. That’s why we offer additional sick leave to help reduce the pressure when illness hits home.

True Flexibility:

At HB Rehab, you run your own race. As long as client needs are met and contracted hours are fulfilled, you choose when and how you work

Flexible hours between 7am – 6pm
Work-from-home options on Mondays and Fridays
Time in lieu available

Professional Development Without Limits:

We’re invested in your growth. There are no rigid budgets or red tape when it comes to PD. Let’s chat about where you want to go—and how we can help get you there.

Strong Clinical & Admin Support:

You’ll be backed by a passionate team of Clinical Leads, Admin Assistants, and an Allied Health Assistant, all committed to making life easier for you and better for our clients. Plus, our Practice Manager keeps everything running smoothly—and yes, our Director gets in the trenches too when needed!

Positive Team Culture:

We believe culture is everything. Here, you’ll find:

Open conversations and shared learning
Respect for different perspectives
Team members who support each other—professionally and personally
Genuine camaraderie (yes, hallway chats about the weekend are a regular thing!)

An opportunity has arisen for a likeminded, enthusiastic and tech savvy Administration Assistant to join the team on a permanent part-time basis, working 22hrs per week across 4 days with the potential for increase.

The role can be fast paced, and though process driven, many exceptions present themselves requiring an expert ability to problem solve.

As the first point of contact for our clients and a pillar of support for our clinicians, the Administration Assistant needs to be warm and empathetic, highly organised and possessing advanced time management skills.

The role consists of the following:

Answering and directing incoming calls
Greeting clients and liaising with clinicians regarding their arrival
Conducting referral intake, electronic file set ups and managing clinician’s calendars
Preparing, exchanging, and following up Service Agreements (contracts)
Quarantining (reserving) client funding and liaising with external stakeholders regarding allocations
Distributing invoices and reminders to clients, finance managers and insurance companies
Updating electronic client files and managing mandatory records
Processing EFT payments and maintaining record of transactions
Sending appointment reminders and booking appointments
Taking stock of office supplies, arranging catering orders, restocking amenities, and ensuring break room and bathrooms are clean and tidy
Scanning, sending faxes, printing, and shredding confidential documents
Building rapport and continuity with clientele and external stakeholders
Cleaning Paediatric resources and ensuring storage spaces are neat and organised
Contribute to a positive culture and maintaining a safe workspace

Essential Criteria:

5 years’ experience in a mid-level Administration role
Expert ability to build and manage robust stakeholder relationships
Demonstrated high level oral and written communication skills
Professional presentation, telephone manner and expert interpersonal skills
Ability to prioritise workload and manage multiple tasks in a fast-paced environment
Demonstrated proficiency in Microsoft Office Suite
The ability to adjust to change and be improvement focused
A proven ability to work both autonomously and in a team dynamic

Desirable Criteria

Knowledge of the NDIS and NDIS MyPlace Portal
Experience working in the Allied Health sector
Experience working with case management software or other CRM software

If this Admin Assistant role sounds like the role you’re looking for, please email your resume and covering note to [email protected]

Apply Now

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