Operational Performance
Take Charge Assessment and Therapy (TCAT) is a leading allied health provider supporting participants across Australia through high-quality Occupational Therapy, Speech Pathology, Physiotherapy and Psychology services.
We are seeking an experienced and highly organised National Senior Administration Coordinator – Scheduling to lead and coordinate our national scheduling function and support efficient service delivery across our clinical teams.
This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys problem solving, and wants to play a key role in supporting clinicians, participants, and operational performance.
Working closely with leadership and multidisciplinary teams, you will help drive service efficiency, optimise clinician utilisation, improve participant access, and support ongoing growth across the business.
About the Role
As the National Senior Administration Coordinator – Scheduling, you will oversee scheduling operations nationally while providing leadership and support across administrative workflows.
You will manage clinician calendars, participant bookings, operational metrics, compliance processes and stakeholder relationships to ensure exceptional participant experiences and efficient service delivery.
This role combines:
✔ Scheduling and rostering leadership
✔ Operational coordination
✔ Team support and mentoring
✔ Stakeholder engagement
✔ Business growth support
✔ Compliance oversight
Key ResponsibilitiesScheduling & Workforce Coordination
- Manage clinician schedules across Speech Pathology, Occupational Therapy, Physiotherapy and Psychology services
- Coordinate initial appointments, ongoing therapy bookings and reviews
- Allocate participants based on clinician skillset, location and service requirements
- Proactively manage waitlists, cancellations and rescheduling
- Maintain clinician utilisation targets and minimise calendar gaps
- Coordinate interpreter bookings where required
- Complete Home Visit Risk Assessments prior to clinician visits
- Act as a key contact for participants, families, support coordinators and referrers
- Monitor utilisation, cancellations, billable hours and service performance metrics
- Support weekly and monthly service delivery targets
- Identify scheduling efficiencies and process improvements
- Assist workforce planning and clinician capacity management
- Maintain accurate records across Caremaster, Freshdesk and internal systems
- Support compliance with NDIS and organisational requirementsSystems & Administration
- Manage scheduling and practice management systems
- Maintain participant records and service updates
- Support intake processes and referral pathways
- Assist with complaint and incident management processes
- Monitor compliance requirements including:
- NDIS Worker Screening
- Working With Children Checks
- Other mandatory documentation
Team Leadership & Collaboration
- Provide support and guidance to administration team members
- Work closely with clinical leaders nationally
- Assist onboarding of new clinicians including calendar setup and caseload allocation
- Participate in operational meetings and reporting activities
- Contribute to continuous improvement initiatives
Business Development Support
- Assist with qualified referral growth initiatives
- Build relationships with support coordinators and external stakeholders
- Promote Telehealth opportunities where appropriate
- Support intake pathways and participant engagement activities
About You
You are an experienced scheduler or coordinator who enjoys balancing competing priorities while maintaining excellent stakeholder relationships.
You bring:
Essential Experience
✔ Experience in scheduling, rostering or coordination roles
✔ Strong organisational and time management skills
✔ High attention to detail
✔ Ability to manage competing priorities in a fast-paced environment
✔ Strong communication and stakeholder management capability
✔ Problem-solving mindset and confidence making decisions
Highly Regarded
- Experience within Allied Health, Disability or NDIS sectors
- Knowledge of service agreements and funding models
- Experience working in high-volume scheduling environments
- Experience using:
- Freshdesk
- Xero
- Practice management systems
Success in This Role Looks Like
You will help achieve:
- High clinician utilisation performance (target 85%+)
- Reduced cancellations and improved participant engagement
- Faster referral-to-service timeframes
- Optimised clinician schedules and travel efficiency
- Positive participant and stakeholder experiences
Why Join TCAT?
At TCAT, we value collaboration, innovation and participant-centred care.
We offer:
✨ Hybrid working arrangement (3 office / 2 WFH)
✨ Opportunity to work with a national multidisciplinary team
✨ Career growth and leadership development opportunities
✨ Supportive and collaborative environment
✨ Purpose-driven work that positively impacts participants and families
Apply Now
If you are an organised, solutions-focused professional looking to step into a national coordination role within a growing allied health organisation, we would love to hear from you.
Apply today and become part of a team making a meaningful difference across Australia.
Pay: $75,000.00 per year
Experience:
- scheduling/appt: 3 years (Preferred)
Work Authorisation:
Work Location: In person
