Intake & Referrals Coordinator – Healthcare & NDIS ServicesHelp People Access the Right Support. Make Every First Impression Count.
At EddenRose Community Services, we believe every participant's journey begins with a professional, compassionate and well-coordinated intake experience.
The first conversation can shape a person's confidence, trust and access to life-changing supports. As our Intake & Referrals Coordinator, you will play a critical role in ensuring every participant receives a seamless, professional and person-centred onboarding experience.
We are seeking an organised, proactive and relationship-focused professional who thrives in a fast-paced environment and enjoys coordinating people, processes and outcomes. If you have experience in healthcare, hospital administration, disability, community services or allied health, we'd love to hear from you.
Employment Type
Casual
Expected Hours: 30–38 hours per week
Successful applicants may initially be employed on a casual basis, with future opportunities for permanent employment based on organisational requirements, performance and business growth.
Salary
From $45.00 per hour plus Superannuation
Higher rates may be considered for candidates with extensive experience in healthcare administration, hospital admissions, referral coordination or multidisciplinary care environments.
Location
Point Cook, Victoria
Supporting participants and referral partners across metropolitan Melbourne.
About EddenRose Community Services
EddenRose Community Services is a registered NDIS provider committed to delivering high-quality, person-centred disability services that empower people to live independently and achieve their goals.
Our services include:
- Support Coordination
- Psychosocial Recovery Coaching
- Community Access
- Personal Care
- High Intensity Supports
- Supported Independent Living (SIL)
- Community Nursing
- Hospital Discharge Support
As part of our Vision 2030, we are building a professional organisation recognised for clinical excellence, strong governance, exceptional customer service and outstanding participant outcomes.
About the Role
This is more than an administration position.
As the Intake & Referrals Coordinator, you will be the first point of contact for participants, families, hospitals, Support Coordinators, allied health professionals and community organisations seeking support from EddenRose.
You will manage the participant journey from initial enquiry through to service commencement, ensuring referrals are coordinated efficiently, documentation is complete, communication is timely and every participant receives an exceptional onboarding experience.
Working closely with our Support Coordination, Clinical, Client Services and Leadership teams, you will ensure referrals are managed professionally while contributing to continuous service improvement.
Key Responsibilities
- Manage incoming participant enquiries via telephone, email and online referrals.
- Coordinate participant intake and onboarding from enquiry through to service commencement.
- Liaise with hospitals, rehabilitation units, discharge planners, Support Coordinators, allied health professionals, participants and families.
- Coordinate the collection of referrals, assessments, funding information and supporting documentation.
- Prepare participant onboarding documentation, including Service Agreements and consent forms.
- Maintain accurate participant records within organisational systems.
- Coordinate referrals with internal operational teams to ensure timely commencement of supports.
- Monitor referral progress and proactively follow up outstanding documentation.
- Produce referral reports and maintain accurate intake data.
- Ensure compliance with organisational policies, privacy legislation and NDIS requirements.
- Deliver exceptional customer service to participants, families and referral partners.
- Identify opportunities to improve referral processes and participant experience.
- Provide general administrative support to the Client Services team as required.
About You
You enjoy helping people, solving problems and bringing order to busy environments.
You are organised, adaptable and able to manage competing priorities while maintaining accuracy, professionalism and confidentiality.
You build positive relationships naturally and communicate confidently with people from diverse backgrounds.
Essential Requirements
- Previous experience in healthcare administration, hospital administration, disability, aged care or community services.
- Demonstrated experience coordinating referrals, admissions, client onboarding or administrative workflows.
- Outstanding customer service and interpersonal skills.
- Excellent written and verbal communication.
- Strong organisational and time management skills.
- High attention to detail and accuracy.
- Ability to manage multiple priorities within a fast-paced environment.
- Advanced Microsoft Office skills, particularly Outlook, Word and Excel.
- Experience using Microsoft Teams.
- Experience preparing reports and maintaining accurate records.
- Professional telephone manner.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- National Police Check (or willingness to obtain).
- NDIS Worker Screening Check (or willingness to obtain).
- Current Victorian Working with Children Check (or willingness to obtain).
- Current Australian Driver Licence.
Highly Desirable
Experience in one or more of the following:
- Emergency Department Administration
- Hospital Admissions
- Hospital Discharge Planning
- Medical Reception
- Allied Health Administration
- Community Health
- Disability Services
- NDIS Administration
- Electronic Medical Records (EMR)
- Hospital Information Systems
- CRM or Client Management Systems
- Rostering or Workforce Management Systems
Why Join EddenRose?
At EddenRose, you'll be joining an organisation committed to building exceptional disability services through great people, strong systems and continuous improvement.
We offer:
- Competitive hourly rates plus Superannuation.
- Flexible casual employment with opportunities for ongoing work.
- Monday to Friday business hours.
- Structured induction and onboarding.
- Professional mentoring and leadership support.
- Ongoing learning through the EddenRose Academy.
- Career progression opportunities.
- Modern office environment with free onsite parking.
- Supportive and collaborative team culture.
- Opportunity to make a genuine difference in people's lives.
Career Progression
We invest in developing our people.
Potential career pathways include:
- Senior Intake & Referrals Coordinator
- Client Services Team Leader
- Operations Coordinator
- Practice Manager
- Quality & Compliance Coordinator
- Client Services Manager
Pay: From $45.00 per hour
Benefits:
- Employee mentoring program
- Professional development assistance
Application Question(s):
- How many years of experience do you have in healthcare, hospital, disability or community services administration?
- Have you coordinated referrals, admissions or client onboarding? Please provide examples.
- Describe a time you successfully managed multiple competing priorities while maintaining accuracy.
- Which software systems have you used (e.g. EMR, Microsoft Office, Teams, CRM or rostering systems)?
- Do you have experience communicating with hospitals, allied health professionals or government agencies?
- How do you ensure confidentiality when handling sensitive client information?
- Why would you like to join EddenRose Community Services, and what interests you about working in the disability sector?
Education:
- Certificate I - IV (Required)
Licence/Certification:
- NDIS Screening Check (Required)
Work Authorisation:
Willingness to travel:
Work Location: In person
