Administration Assistant / Personal Assistant to the Director
Neurodiverse Playhouse – Brisbane, QLD
Part-Time / Full-Time | Allied Health Administration
Neurodiverse Playhouse is looking for an experienced, organised and proactive Administration Assistant / Personal Assistant to join our growing allied health team.
This is more than a traditional reception role.
You will be the first point of contact for our families, referrers and external providers, while also working closely with our Founder and Clinical Director to provide day-to-day administrative and personal assistant support.
We are looking for someone who enjoys being organised, takes ownership of their work and can see what needs to be done and follow it through to completion.
About Neurodiverse Playhouse
Neurodiverse Playhouse is a multidisciplinary allied health and wellbeing service supporting neurodivergent children, adolescents and their families.
We provide a welcoming, neuroaffirming and child-led environment and work closely with families, healthcare professionals, schools and other providers.
Our team is growing, and we are looking for someone who can become an important part of keeping the organisation running smoothly behind the scenes.
About the Role
As our Administration Assistant / Personal Assistant, you will help manage the day-to-day administration of the practice while providing direct support to the Director.
Your responsibilities will include:
- Being the first point of contact for telephone, email and client enquiries
- Welcoming and assisting families
- Managing new client enquiries and intake processes
- Booking and managing appointments
- Managing shared inboxes and correspondence
- Following up intake forms, service agreements, financial consent and funding information
- Maintaining accurate client records
- Processing invoices, payments and receipts
- Managing and following up outstanding accounts
- Liaising with NDIS plan managers, support coordinators and families
- Assisting with Medicare and private health insurance claiming
- Communicating fees, funding and administrative requirements clearly to families
- Liaising with GPs, specialists, schools and other healthcare providers
- Preparing letters, forms, correspondence and documentation
- Supporting clinicians with administrative requirements
- Assisting with staff onboarding and general practice administration
- Managing and prioritising correspondence for the Director
- Assisting with the Director's diary, meetings, appointments and reminders
- Following up tasks and actions on behalf of the Director
- Helping coordinate meetings, events and business activities
- Identifying administrative issues and helping resolve them before they become bigger problems
A key part of this position is taking ownership of administrative matters and following them through to completion, rather than simply passing tasks on to someone else.
NDIS, Medicare & Private Health Knowledge
Because of the nature of our services, you will need a good working understanding of healthcare and disability funding.
You should have experience with, or a strong understanding of:
- NDIS self-managed and plan-managed participants
- NDIS service agreements and invoicing
- Working with plan managers and support coordinators
- Medicare allied health claiming and referrals
- Chronic Condition Management arrangements
- Private health insurance claiming and rebates
- Private-pay allied health services
- Financial consent and client billing
- Following up rejected or unpaid claims and invoices
Previous experience in an allied health, medical, disability or NDIS administration role is strongly preferred.
About You
You may be the right person for us if you are someone who:
- Is exceptionally organised and reliable
- Has excellent attention to detail
- Is warm, approachable and confident speaking with families
- Communicates professionally by telephone and email
- Enjoys administration and keeping things organised
- Takes initiative and doesn't need to be continually reminded about tasks
- Is comfortable following up outstanding information
- Can manage multiple priorities
- Is confident problem-solving
- Understands the importance of following policies and procedures
- Knows when to resolve something independently and when it needs to be escalated
- Is comfortable working closely with a busy Director
- Can maintain confidentiality and professional boundaries
- Takes pride in getting things right
Experience with Cliniko or similar practice-management software would be highly regarded.
What Success Looks Like
We want someone who can become a trusted and dependable part of our team.
Families should receive warm, timely and accurate communication.
Our clinicians should have the administrative information they need.
Funding, service agreements, invoices and claims should be followed up and managed accurately.
Outstanding tasks shouldn't disappear into an inbox.
Most importantly, the successful applicant will help ensure the Director can focus on clinical leadership, staff and growing the organisation, rather than routinely having to step back into day-to-day administration.
Why Join Neurodiverse Playhouse?
You will be joining a growing multidisciplinary organisation that is passionate about providing a different kind of allied health experience for neurodivergent children and their families.
This is an opportunity to take ownership of an important role and work closely with the Founder and Clinical Director as the organisation continues to grow.
We value people who are kind, capable, accountable and willing to take initiative.
If you love organisation, enjoy helping people and get genuine satisfaction from making a busy workplace run smoothly, we would love to hear from you.
How to Apply
Please submit your resume together with a short cover letter telling us:
- Why this role interests you
- Your previous administration or personal assistant experience
- Your experience working within allied health, healthcare or disability services
- Your experience with NDIS, Medicare and private health insurance
- Your availability
We look forward to hearing from you.
Pay: From $35.00 per hour
Expected hours: 16.0 – 38.0 per week
Work Location: In person
