Hello prospective Moving Healthcare Admin All-Rounder and Collaborator!

You guessed it—we’re on the lookout for a proactive, detail-loving admin professional to join our warm team! You'll be helping support our growing mobile allied health practice and have the opportunity to shape how we work moving forward. Bonus points if you’re not opposed to the occasional pun involving the word “moving” (frequency adjustable depending on your vibe).

The role:
This is a permanent part-time position, approximately 15 hours per week, spread across Monday to Friday. The hours are flexible—roughly 3 hours per day, likely somewhere around 9am–12pm, but this can shift day to day depending on what works best for both of us. There’s also room for the hours (and the role itself) to grow over time as the business evolves.

As this is a newly created role, there’s a genuine opportunity to help shape it. I’m self-employed and deeply value the flexibility and autonomy that come with that—and I want to offer the same wherever possible. You won’t just be following instructions—you’ll be encouraged to bring your ideas to the table and play an active role in improving our systems and the way we work.

You’ll be working closely with me—Gabriella, the founder and director—partly from home and partly from my home office in Ivanhoe. It’s a relaxed, leafy space with great natural light and easy street parking. The balance between home-based and in-person work is flexible and can vary week to week. We might also mix things up now and then with a different workspace or a walk-and-talk to keep the ideas flowing.

You’ll be well supported to get up to speed with everything. You’ll have visibility over what I do and how things currently run, with a gradual handover of responsibilities as you build confidence and familiarity. My hope is that over time, you’ll take ownership of many admin functions so I can focus more on clinical work and strategic growth—knowing things are in excellent hands.

What you’ll be doing:

Responding to phone and email enquiries with warmth and professionalism

Managing calendars, referrals, and appointments using our CRM (Splose)

Supporting the intake process for new clients, including referrals and document gathering

Creating and sending invoices (NDIS, HCP, Medicare, private billing)

Uploading and maintaining accurate records and admin documentation

Helping streamline and improve processes as we grow—your ideas are welcome!

Working collaboratively with me and contributing to the rhythm and flow of the business

You’d be a great fit if you:

Have previous experience in admin, ideally in allied health or NDIS settings

Are a quick learner with strong attention to detail and follow-through

Enjoy bringing your ideas to the table and improving systems

Have great communication skills—friendly, clear, and down to earth

Are confident working independently and enjoy a balance of structure and variety

Have strong Excel skills—you’re comfortable with formulas, conditional formatting, linked sheets, filters, and automations, and you know your way around a spreadsheet beyond the basics

Have experience with Xero for invoicing, payment tracking and creating reports.

Are comfortable navigating programs like Google Drive, Microsoft Word, Outlook email, Splose (our CRM), Mailchimp, and WordPress (not essential) for basic website/blog updates

Are confident using or assisting with social media platforms (Facebook and Instagram) for occasional posts or community engagement (not essential)

Understand (or are open to learning) the difference between OT, physio, NDIS and other funding streams

Value meaningful work and a workplace culture built on warmth, flexibility, and respect

What you’ll get:

Permanent part-time role with leave entitlements

Laptop and phone provided

A genuinely flexible work arrangement

A collaborative, approachable work environment where your input is genuinely valued

A warm, natural workspace in Ivanhoe with a casual and friendly vibe

The opportunity to shape the role and grow with the business

About us:
Moving Healthcare is a Melbourne-based mobile physio and OT service founded in 2021. We specialise in providing high-quality, respectful, and convenient allied health services to NDIS participants and older adults in their homes. We pride ourselves on being compassionate, responsive, and genuinely invested in the wellbeing of our clients—and each other.

Interested?
We’d love to hear from you. Please send your CV and a short cover letter to [email protected].

If you have any questions or just want to get a feel for the role before applying, feel free to reach out via email or call me on 0419 553 095.