Administration and Intake Officer

Administration and Intake Officer(Client Engagement, Intake Coordination and Growth Support)

Employment Type: Part-time

Start Date: Immediate

Remuneration: Competitive remuneration aligned with experience

About HealthSync Care

HealthSync Care is a specialist paediatric assessment and intervention clinic supporting children with ADHD, autism, learning and developmental differences.

We operate as a multidisciplinary clinic, with psychologists working collaboratively alongside an in-house paediatrician and allied health clinicians to support integrated clinical management.

The Role

We are seeking an Administration and Intake Officer to support the smooth day-to-day operation of HealthSync Care by providing administrative support, intake coordination, prospective client engagement, and professional communication with families, referrers, schools and allied health providers.

Key Responsibilities:

Administration and Clinic Support

• Responding to phone, email, website and other enquiries in a professional, timely and child-centred manner.
• Assisting with appointment bookings, confirmations, cancellations, rescheduling and follow-up communications.
• Maintaining accurate patient, family, referrer and clinic records in HealthSync Care’s practice management, CRM and record management systems.
• Supporting the Senior Admin Officer and wider administration team with filing, scanning, document management, data entry, templates, checklists and administrative process improvement;
• Supporting complaint escalation, incident reporting and administrative follow-up processes as directed.

Intake Coordination and Prospective Family Engagement

• Conducting intake-related calls and communications with prospective families to understand their enquiry, explain HealthSync Care’s administrative process, service pathways, package structure, booking requirements and next steps.
• Supporting appropriate conversion of suitable enquiries into bookings, while ensuring communications remain ethical, accurate, professional and consistent with HealthSync Care’s approved messaging.
• Identifying enquiries that require clinical input, urgent escalation or management review and escalating those matters appropriately.
• Ensuring families receive a warm, respectful, informative and supportive experience during the intake process.
• Maintaining confidentiality, privacy and professional boundaries at all times.

What We’re Looking For

Ideally, you will have:

• Strong communication and interpersonal skills;
• Professional telephone and email manner;
• Ability to engage warmly with parents, carers, and referrers;
• Strong attention to detail and accurate data entry;
• Ability to manage sensitive family information confidentially;
• Ability to work collaboratively with the Senior Admin Officer, clinicians, management and the marketing agency;
• Ability to manage competing tasks and follow up leads in a timely manner; and
• Good organisational and record management skills.

What We Offer

At Healthsync Care, we believe in fostering a collaborative and supportive work environment. You'll enjoy a competitive salary and opportunities for professional development. We also encourage a healthy work-life balance.