Senior Administration Officer

Senior Administration Officer

We are looking for an experienced and highly organised Senior Administration Officer to join our speech pathology practice.

This is a key position within our team, combining NDIS billing and financial administration with broader responsibility for supporting our clients, clinicians and administration team and helping ensure the smooth day-to-day operation of the practice.

As a trusted senior member of the team, you will play an important role in keeping the practice organised, responsive and running smoothly. You will be a key point of contact for clients, families, clinicians and external stakeholders, while providing guidance and support to administration staff and assisting with the resolution of day-to-day operational issues.

A key part of the role will be supporting the coordination of clinician schedules and client appointments, helping ensure our clinicians' time is used effectively while responding to the changing needs of clients and the practice.

You will also provide a consistent senior presence within the office when the Practice Manager or Director are not on site, ensuring clinicians and administration staff have someone available to assist with operational matters and that client and practice needs continue to be addressed.

This is a role with genuine responsibility and autonomy. We are looking for someone who is confident taking initiative, making sound day-to-day decisions and following matters through to resolution, while recognising when an issue requires escalation to the Practice Manager or Director.

The role would suit someone who enjoys being relied upon, builds positive relationships with clients and colleagues, and takes pride in helping a busy allied health practice operate effectively.

Key Responsibilities

• Coordinate and maintain clinician schedules and client appointments, balancing client needs, clinician availability and the operational requirements of the practice

• Proactively respond to cancellations, changes and scheduling gaps to support efficient use of clinician time

• Liaise with clients, families and clinicians regarding appointments, availability and changes to schedules

• Support NDIS billing and invoicing, including monitoring participant funding, claims and outstanding payments

• Assist with resolving NDIS billing queries and discrepancies, liaising with clients, families, plan managers, support coordinators and other stakeholders as required

• Work closely with clinicians to support the administrative requirements associated with client services, NDIS funding, service agreements and billing

• Respond to client and family enquiries in a professional, helpful and timely manner, assisting with the resolution of more complex administrative or funding matters

• Support clinicians with day-to-day administrative and operational queries, allowing them to remain focused on delivering quality services to clients

• Be a key point of contact for internal and external stakeholders, confidently addressing queries, coordinating information and following matters through to resolution

• Provide a consistent senior presence within the office and support administration staff with day-to-day queries and operational matters

• Support the smooth running of day-to-day practice operations, particularly when the Practice Manager and Director are not on site

• Use initiative and sound judgement to make appropriate day-to-day operational decisions, while recognising matters that require escalation

• Ensure important client, clinician and operational matters are communicated, actioned and followed through

• Support the implementation and ongoing improvement of administrative processes, systems and workflows

• Prepare reports and business documentation as required

• Coordinate ad-hoc administrative and operational tasks as required

What We’re Looking For

• Minimum 5 years’ experience in senior administration, office coordination, office management or a similar role

• Experience coordinating appointments, staff schedules or service delivery within a busy environment

• Strong scheduling skills with the ability to manage competing priorities, cancellations and last-minute changes

• Experience with NDIS billing and a sound understanding of NDIS funding and claiming processes

• Experience within an NDIS, allied health, disability or health services environment will be highly regarded

• Experience providing high-quality administrative support to clinicians or other professionals

• A strong client-service focus and the ability to communicate confidently and respectfully with clients, families and external stakeholders

• Confidence being a senior point of contact and providing guidance and support to team members when required

• The ability to build positive working relationships with clinicians and understand the importance of responsive administrative support in a busy clinical environment

• The ability to make sound day-to-day decisions independently and recognise when matters need to be escalated

• Strong organisational and time-management skills with the ability to prioritise competing demands

• Excellent communication and interpersonal skills

• Strong problem-solving skills, initiative and attention to detail

• A proactive approach and the ability to identify what needs attention and follow matters through to resolution

• A calm, dependable and solutions-focused approach when unexpected issues arise

• The ability to work autonomously while also being a collaborative and supportive team member

• Proficiency in Microsoft Office

• Experience with Splose clinical software