Client Services & Administration Coordinator in Melbourne

Care Hub Australia is seeking a friendly, organised and professional

Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals.

This is a front-desk and administration role within an NDIS and allied health environment.

You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and efficiently.

The successful candidate will be someone who genuinely enjoys helping people, is confident communicating with a diverse range of clients and families, and can manage multiple administrative tasks in a busy environment.

About the Role

Care Hub Australia is seeking a friendly, organised and professional

Client Services & Administration Coordinator to join our team and be the welcoming first point of contact for our clients, families, carers, support coordinators and therapy professionals.

This is a front-desk and administration role within an NDIS and allied health environment.

You will play an important part in creating a positive client experience while ensuring the day-to-day operations of the clinic run smoothly and efficiently.

The successful candidate will be someone who genuinely enjoys helping people, is confident communicating with a diverse range of clients and families, and can manage multiple administrative tasks in a busy environment.

Key Responsibilities

• Client Services & Reception
• Welcome clients, families, carers and visitors in a warm, respectful and professional manner.
• Manage the front reception area and provide a positive first point of contact for Care Hub Australia.
• Answer and manage incoming phone calls, emails and general enquiries.
• Assist clients and families with appointments, general queries and service information.
• Maintain a professional, welcoming and inclusive reception environment.
• Communicate effectively with NDIS participants, parents, carers, support coordinators and other stakeholders.
• Handle sensitive client information with professionalism, discretion and confidentiality.
• NDIS & Therapy Administration
• Coordinate appointments and therapy schedules across relevant services.
• Assist with client intake, onboarding and administrative documentation.
• Maintain accurate client records and ensure information is kept up to date.
• Assist with NDIS-related administration, including participant details, service information and relevant documentation.
• Liaise with therapists, support coordinators, families and other service providers as required.
• Assist with service agreements, referrals, reports and other administrative paperwork.
• Support accurate processing and tracking of appointments and service-related administration.
• Follow Care Hub Australia's policies, procedures and NDIS compliance requirements.
• Administration & Office Coordination
• Manage calendars, bookings and appointment changes.
• Process emails, correspondence and general administrative requests.
• Assist with invoicing, payments, receipts and other basic financial administration.
• Maintain organised electronic and physical records.
• Assist therapists and management with administrative tasks.
• Monitor office supplies and coordinate general office requirements.
• Help identify and resolve scheduling or administrative issues quickly and professionally.
• Support the wider team to ensure clients receive a smooth and coordinated service.

About You

We are looking for someone who is

• Warm, approachable and genuinely enjoys working with people.
• Highly organised with excellent attention to detail.
• Confident communicating with clients, families and professionals.
• Comfortable working in a busy front-desk environment.
• Able to manage competing priorities and remain calm under pressure.
• Professional, reliable and well presented.
• Confident using computers, email, calendars and Microsoft Office/Google Workspace.
• A strong communicator with excellent phone and written communication skills.
• Respectful and understanding of people with disability and their families.
• Able to maintain strict confidentiality and professional boundaries.
• Proactive and willing to take ownership of tasks.

Desirable Experience

Experience in one or more of the following will be highly regarded

• NDIS or disability services.
• Allied health or therapy clinics.
• Medical or healthcare reception.
• Client services or customer service.
• Administration and appointment coordination.
• NDIS participant or service administration.
• Practice management or client management software.

Experience in the NDIS sector is highly desirable, but we are also open to candidates with strong administration and customer-service experience who are eager to learn.

What We Offer

• A supportive and collaborative team environment.
• The opportunity to work within the growing NDIS and allied health sector.
• A varied role combining client interaction, administration and coordination.
• The opportunity to make a genuine difference to the experience of people accessing therapy and support services.
• Professional development and opportunities to grow within Care Hub Australia.

Our Values

At Care Hub Australia, we believe every client should feel welcomed, respected, heard and supported .

We are looking for someone who shares our commitment to providing high-quality client service and helping create a positive experience for participants and their families from their first interaction with us.

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