THERAPY™
Position Description – Administration Coordinator
ABOUT THERAPY™
THERAPY™ is a registered NDIS provider committed to delivering high-quality, person-centred supports to participants under the National Disability Insurance Scheme.
We operate in accordance with the NDIS Practice Standards, NDIS Code of Conduct, and all relevant legislative and regulatory requirements. Our team is dedicated to empowering participants to achieve their goals while ensuring safety, dignity, and choice remain at the centre of service delivery.
POSITION PURPOSE
The Administration Coordinator is the first point of contact for participants, families and external stakeholders.
This role is responsible for providing professional reception and administrative support while ensuring participant records, intake processes, compliance documentation, scheduling, and office operations are maintained to a high standard.
The Administration Coordinator contributes directly to Therapy's compliance with the NDIS Practice Standards through accurate record keeping, participant administration, privacy management, and quality assurance activities.
KEY RESPONSIBILITIES
Reception and Communication
- Answer incoming phone calls, emails, and enquiries.
- Provide information regarding Therapy's services and supports.
- Direct enquiries to the appropriate team members.
- Maintain a welcoming, accessible, and inclusive environment.
Participant Administration
- Support onboarding and intake of new participants.
- Prepare service agreements, consent forms, intake documentation, and supporting paperwork.
- Maintain accurate participant records within CareMaster and other systems.
- Assist participants and families with administrative enquiries.
- Coordinate appointments and service bookings as directed.
- Ensure participant information is recorded accurately and confidentially.
Scheduling and Coordination
- Manage practitioner and support service schedules.
- Coordinate appointments, cancellations, and rescheduling requests.
- Liaise with participants, families, support coordinators, and staff regarding appointments.
- Assist with room bookings and resource allocation.
Records and Documentation
- Maintain secure and accurate participant, staff, and organisational records.
- Support document management and version control.
- Ensure all documentation complies with NDIS and privacy requirements.
- Assist with audit preparation and compliance reviews.
- Maintain filing systems and administrative registers.
HR and Workforce Administration
- Support collection and maintenance of compliance documentation including:
- NDIS Worker Screening Checks
- Working with Children Checks
- Qualifications and registrations
- Mandatory training records
- Monitor compliance expiry dates and notify relevant staff.
- Support Employment Hero administration and personnel record management.
Incident, Feedback and Quality Administration
- Assist with maintaining incident, feedback, and complaints registers.
- Ensure documentation is recorded accurately and escalated appropriately.
- Support quality improvement activities.
- Assist management with NDIS audit preparation and compliance activities.
- Maintain confidentiality regarding participant and staff information.
General Administration and Office Operations
- Process incoming and outgoing correspondence.
- Maintain office supplies and administrative resources.
- Coordinate meeting schedules and prepare meeting documentation.
- Assist with data entry, reporting, and operational administration.
- Support management with administrative projects and tasks as required.
QUALIFICATIONS AND EXPERIENCE
Essential
- Previous experience in administration, reception, or customer service.
- Strong computer literacy including Microsoft Office.
- Excellent verbal and written communication skills.
- High attention to detail and organisational skills.
- Ability to maintain confidentiality and professional boundaries.
- Current NDIS Worker Screening Check (or ability to obtain).
Desirable
- Experience within the NDIS, disability, allied health, healthcare, or community services sector.
- Experience using CareMaster or similar systems.
- Certificate III or IV in Business Administration or a related field.
- Understanding of NDIS Practice Standards and NDIS Code of Conduct.
SKILLS AND COMPETENCIES
- Professional and person-centred communication.
- Strong organisational and time management skills.
- Excellent attention to detail and accuracy.
- Ability to manage competing priorities.
- Strong problem-solving abilities.
- Commitment to participant rights, dignity, and choice.
- Ability to work collaboratively within a multidisciplinary team.
- Understanding of privacy, confidentiality, and information management requirements.
WHAT WE OFFER
- A supportive and collaborative workplace culture.
- Opportunities for professional growth and development.
- The opportunity to be part of a purpose-driven organisation making a positive impact in the community.
Please email [email protected] if you are interested in the role to discuss further.
Pay: $50,000.00 – $60,000.00 per year
Work Location: In person
