Administrative Assistant

We are looking for a detail-oriented and organized Administrative Assistant to support our team in managing referrals, coordinating services, and ensuring smooth business operations. This role is ideal for someone who thrives in a fast-paced environment and is eager to learn and contribute to process improvements.

Key Responsibilities1. Managing and Processing Referrals & Enquiries

• Handle incoming referrals and inquiries via phone, email, or online platforms.
• Accurately record client details and service requests in internal systems.
• Ensure referral details are complete, following up on missing information (e.g., funding details).

2. Preparing Quotes & Service Agreements

• Assist in generating basic service quotes.
• Input quote details into the system for senior staff review.
• Prepare service agreements by filling in client details and costings using company templates.

3. Coordinating Internal & External Services

• Notify internal teams (clinicians, service teams) of new tasks or updates.
• Manage communication regarding service timelines and changes.
• Contact external parties (support coordinators, contractors) to confirm schedules and requirements.
• Maintain accurate records of communications and service coordination updates.

4. Booking & Uploading Referrals for Clinician Allocation

• Ensure all necessary service details are accurately recorded.
• Upload completed referral information into the system for clinician assignment.
• Track and monitor referrals to ensure timely allocation via internal tools (e.g., Trello).

5. Resource Allocation & Team Coordination

• Liaise with State Managers for the assignment of internal resources.
• Ensure clinicians and support staff are aware of their tasks and deadlines.
• Introduce team members to internal resources relevant to assigned tasks.

6. Monitoring Referral & Service Agreement Progress

• Track the status of referrals and service agreements.
• Provide updates to supervisors, clients, or relevant stakeholders.
• Follow up on overdue tasks, escalating concerns when necessary.

7. Improving Business Efficiency

• Identify workflow inefficiencies and report recurring issues to senior staff.
• Suggest process improvements based on observations and team feedback.
• Assist in testing and refining new processes or tools.

8. General Administrative Support

• Assist with distributing reports (e.g., weekly overdue reports).
• Proofread Clinical Review Letters and costings as needed.
• Provide additional administrative support as required.

About You

• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• Detail-oriented with a proactive approach to problem-solving.
• Comfortable working in a fast-paced environment.
• Familiarity with administrative tools such as Trello, Teams, or similar platforms is a plus.

Why Join Us?

• Opportunity to work with a dynamic and supportive team.
• Gain experience in a fast-growing industry.
• Contribute to improving business operations and client service.

If you’re an efficient, detail-driven individual looking for an exciting administrative role, we’d love to hear from you! Apply today.