Location: Glen Iris Employment Type: Part-Time Hours: 4 hours per day Preferred Hours: Flexible, ideally between 9:00am – 3:00pm We are seeking an organised and proactive Operations Coordinator to enhance our intake processes and provide operational support to our Allied Health team. This role is central to delivering an exceptional participant experience, from initial enquiry through to service delivery, while supporting practitioners to maintain high-quality supports. If you thrive in a fast-paced environment, enjoy coordinating workflows, and are passionate about making a meaningful difference in people’s lives, this could be the opportunity for you. Participant Intake & Customer Experience Respond to new enquiries and service requests in a professional and timely manner. Provide a welcoming first point of contact for participants and families. Manage intake of new participants, liaising with internal teams and external stakeholders. Collect, maintain and accurately record required documentation and participant information. Act as the primary contact for current participants, addressing enquiries, concerns and feedback. Maintain participant contact and records within required timeframes. Practitioner & Workflow Support Liaise with Allied Health practitioners to coordinate appointments and manage diaries. Monitor workloads and forecast demand to ensure smooth workflow. Maintain CRM systems (Nookal and Planner). Support Allied Health compliance and audit requirements. Contribute to workflow improvements aligned with Scope of Practice and team KPIs. Administration & Reporting Develop and maintain service agreements. Complete administrative processes to ensure seamless service delivery and financial sustainability. Provide accurate, timely data and reports to support recruitment, strategy and service provision. Support the Finance team with invoicing and claims. Provide Behaviour Support practitioner administration support via PRODA. (uploading BSP's) You will bring; Strong organisational and time management skills Excellent communication and stakeholder engagement abilities High attention to detail and accuracy Experience in administration, intake, scheduling or healthcare/community services (desirable) Confidence using CRM systems and managing data A proactive mindset with the ability to anticipate workflow needs A genuine passion for supporting positive participant outcomes Why Join Us? Flexible part-time hours Meaningful work supporting people to achieve their goals Collaborative and values-driven team environment Opportunity to contribute to continuous improvement and service excellence If you are ready to play a key role in enhancing participant experience and supporting Allied Health service delivery, we would love to hear from you.
