Join Our Dynamic Admin Team – Virtual Support Role with Specialized Occupational Therapy Services

Are you an organized, detail-focused multitasker with a warm, professional approach? Do you enjoy contributing to a team that makes a meaningful difference in the lives of neurodivergent children, youth, and adults across Australia? If so, we’d love to hear from you!

At Specialized Occupational Therapy Services (SOTS), we are passionate about delivering high-quality, client-centered occupational therapy and therapy assistant services to neurodivergent clients. Based in Clyde North-Melbourne, we are looking for a part-time Virtual Administration Assistant to join our growing admin team — with the possibility of an office-based role in the future as we expand.

About Specialized Occupational Therapy Services

Since 2024, SOTS has provided specialized support to neurodivergent individuals, helping them thrive through evidence-based, person-centered care. Our team works closely with children, families, and adults to deliver tailored occupational therapy, therapy assistant support, and collaborative interventions under the NDIS and private models.

As a member of our admin team, you will play an essential role in ensuring smooth service delivery and supporting our clinicians to maintain their focus on client care.

Essential Requirements

✅ Practice Management Software Experience: Prior use of platforms like Halaxy, Zanda (Power Diary), Splose, or similar systems. (Applicants without this experience will not be considered.)
✅ Healthcare/Allied Health Admin Experience: Background in medical, psychology, or allied health administration, ideally within an NDIS setting.
✅ Technical Setup at Home:

Reliable computer and strong internet connection

Dual monitors for multitasking efficiency

Confidential, quiet workspace

High-quality microphone and phone system for communication
✅ Tech Skills: Ability to troubleshoot minor computer issues, navigate new platforms, and stay up to date with evolving systems.
✅ Strong Communication & Teamwork: Excellent interpersonal skills, proactive approach, and a collaborative mindset.

Desirable Skills

Familiarity with PracSuite, Outlook, Cliniko, or communication platforms such as Slack.
Understanding of NDIS processes, billing, and client service delivery in the disability or neurodivergent space.

Key Responsibilities

• Answering calls and managing client inquiries professionally and empathetically
• Scheduling, rescheduling, and managing therapist and therapy assistant diaries
• Conducting intake calls for new clients and families
• Processing payments, invoices, and Medicare rebates
• Communicating effectively with clients, families, therapists, and team members
• Liaising with Medicare and external stakeholders as needed
• Maintaining accurate documentation and data entry across systems

Why Join Us at SOTS?

🌿 Purpose-Driven Work: Be part of a team dedicated to supporting neurodivergent clients and families to live their best lives.
🌿 Supportive & Collaborative Culture: Join a close-knit admin and clinical team that values respect, professionalism, and shared success.
🌿 Growth & Development Opportunities: With the growth of our business, we offer opportunities for additional shifts, expanded responsibilities, and even a transition into future office-based roles.
🌿 Comprehensive Training: We provide hands-on, video, and documented training to ensure you feel confident and supported in your role.