Hello prospective Moving Healthcare receptionist/admin all-rounder/client experience manager!

We’re looking for a switched-on, experienced, proactive and detail-loving admin professional to join our growing mobile allied health team.

You’ll be the first point of contact for clients and referrers, playing a key role in delivering a smooth and supportive experience from the very first interaction. You’ll also help keep things running behind the scenes by supporting day-to-day operations like bookings, scheduling, invoicing and intake. Your work will help our clinicians stay focused on client care and support Gabriella, the Director.

We’re a small and growing business, so you’ll need to be comfortable jumping into the deep end and using your initiative. Things aren’t always polished and systems are still evolving, so this role won’t suit someone who needs rigid processes, structured SOPs or constant direction. But if you’re someone who enjoys working independently, keeping things organised, solving problems as they come up and being part of something that’s growing, you’ll love this role! You’ll be supported and valued, and your ideas for improving how we do things will always be welcome.

About the role

Approximately 20 to 30 hours per week, ideally across Monday to Friday from 9am to 2pm

These core hours are important for team and client coordination, so we’re looking for someone who is generally available during this window

We’re open to starting with a casual arrangement, with the intention to move to a permanent part-time role if it’s a good fit for both of us

Mostly remote, with in-person collaboration in Ivanhoe once a week during the first month, then roughly monthly after that

Laptop and phone provided

You’ll be working closely with Gabriella, the Director, and there’s real scope to shape and grow your role over time.

What you’ll be doing

Responding to phone and email enquiries with warmth, efficiency and professionalism

Managing client intake and coordinating new referrals with our team of therapists and networks

Supporting a team of contractor therapists with scheduling and calendar management using our CRM (Splose)

Uploading and managing client documentation and admin files

Assisting with team management tasks like tracking clinician caseloads, making sure paperwork is complete, and keeping referrers updated

Supporting client management admin and making sure nothing slips through the cracks

Liaising with support coordinators, plan managers and referrers

Supporting financial admin using Xero (invoicing, payment tracking, light bookkeeping)

Contributing to process improvements and admin system refinements

Helping streamline how we work — your ideas are welcome

Supporting the Director with day-to-day administrative tasks

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

We want to be known for providing efficient, reliable service, and you’ll be a key part of helping us deliver on that.

You’ll thrive in this role if you:

Have previous admin experience in a healthcare setting

Are familiar with NDIS processes and service delivery frameworks

Are confident using systems like Splose, Xero, Excel, Notion, Google Drive, Outlook and Microsoft 365

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

Communicate in a way that is friendly, clear, compassionate, patient and down to earth — you’ll be taking intake calls from clients who may have complex or vulnerable life stories, so being empathetic while staying focused is important

Are highly organised, fast-moving and detail-focused

Are comfortable working independently with evolving systems and tasks

Have a calm, professional presence and take pride in doing things well

Enjoy contributing ideas to improve systems and streamline workflows

Are open to using tools like AI or automation to make things easier, without going overboard

Are self-directed but collaborative, with a good sense of when to ask for help

Value meaningful work and a kind, supportive work environment

Bring relevant lived experience or insight into the communities we support — such as disability, mental health, ageing or caring roles (not essential but warmly welcomed)

About Moving Healthcare

We’re a Melbourne-based mobile physiotherapy and occupational therapy provider supporting NDIS participants, older adults and private clients in the community. Our team of eight clinicians delivers therapy in people’s homes, at local pools or via telehealth. We cover a broad area of metro Melbourne.

Our values:

💙 Support – practical, empathetic and grounded in what clients need
⚡ Momentum – keeping care responsive, moving forward and helping people make progress
🙏 Gratitude – respecting the trust placed in us by clients, families and referrers
🌈 Joy – finding motivation and celebrating progress, even in small steps

What you’ll get

A collaborative work environment

A role that can grow with you over time

A supportive, approachable director who values your input

A casual, friendly workspace in Ivanhoe with easy street parking

Laptop and phone provided

Exciting, meaningful work with real-world impact

A team that values communication, reliability and mutual respect

Interested?

I’d love to hear from you! Please apply via SEEK or send your CV and a short cover letter to [email protected].