Senior Administrator - Therapy Coordinator

Job Description

When you join Early Start Australia, you’ll be part of an allied heath team that’s in it together.  A local team that’s right beside you, supported by leaders who know the work. From small shifts to life-changing breakthroughs, you’ll make a positive impact for children, young people, and their families across Australia. With flexibility and support to thrive, you’ll continue to grow and build a meaningful career, your way.

What you’ll do at our Toowong clinic:

Client Experience & Coordination

• Coordinate new client intake, onboarding, and continuity of care
• Review referrals, questionnaires, and service agreements prior to commencement
• Facilitate timely scheduling, rescheduling, or alternate service options (e.g. telehealth, therapy support)
• Ensure clients and families receive clear communication and feel safe, supported, and valued
• Support timely feedback processes and confirm service pathways and therapy requirements

Operational & Service Delivery Oversight

• Coordinate therapist caseloads to optimise service delivery, productivity, and travel efficiency
• Support delivery of client-centred, evidence-based therapy services across clinic, home, school, and community settings
• Oversee implementation, review, and adjustment of individualised therapy plans
• Ensure discipline-specific and complex caseloads are supported appropriately
• Maintain privacy, confidentiality, and compliance with professional standards

Therapy Programs & Planning

• Oversee initial appointments and goal-based therapy planning processes
• Ensure therapy plans include measurable goals, targeted interventions, and session structure
• Support provision of home- and school-based resources and therapy activities
• Monitor service delivery progress, goal reviews, and outcomes
• Coordinate referrals to other disciplines or group programs as required

Reporting, Documentation & Systems

• Ensure clinical notes, appointments, and service records are completed accurately and on time
• Oversee generation of compliant reports, service delivery summaries, and invoices
• Monitor and manage PMS data accuracy, productivity reporting, and client documentation
• Ensure incidents, complaints, and risks are recorded and escalated appropriately

Funding, Compliance & Professional Leadership

• Align therapy plans and service delivery with funding models (e.g. NDIS, Medicare, private)
• Monitor invoicing accuracy, debtor timeframes, and client activity targets
• Support therapists and coordinators through supervision, guidance, and problem-solving
• Participate in meetings, professional development, and quality improvement activities
• Ensure compliance with registration standards, organisational policies, WHS, and child safety requirements

What you’ll bring:

• Highly developed organisational skills with the ability to prioritise tasks and work at a fast pace to meet deadlines, with flexibility to reprioritise as needs change
• An empathetic capacity with the ability to listen patiently, respond appropriately, make risk assessments, escalate matters as needed and maintain confidentiality
• Ability to collaborate and communicate effectively with our leadership team, therapists and clients
• Excellent in-person, telephone, email and PMS-based communication skills
• Demonstrated leadership and/or team coordination skills including delegating, scheduling and workload management

Qualifications / Compliance:

• NDIS Workers Screening Check
• Current Drivers’ Licence and vehicle
• Current Working with Children Check or Working with Vulnerable People Registration (state specific)
• National Police Check
• Accredited First Aid & CPR Certificate

What you’ll get:

Flexibility and Wellbeing

• Flexible hours and compressed work options
• Up to 12 weeks annual leave.
• Up to 16 weeks paid primary carer leave
• Wellbeing support program for you and your family

Reward and support

• Competitive salary
• Registration and professional membership contribution
• Work in an environment that focuses on multidisciplinary collaboration, improving outcomes together
• National and global career pathways through the APM Group

Who we are:

We’re a dedicated and passionate team of allied health professionals helping children and young people aged 0-16 to reach their full potential. Our multidisciplinary teams work closely with families to deliver personalised, evidence-based support across communication, motor, cognitive and social development. We are a registered NDIS provider and our clinics offer therapy under different funding models. As part of the APM Group, we offer the scale and stability of a global organisation, with the feel of a local team.

Apply today or reach out to Ayesha on 0461 101 104 or [email protected] for a confidential chat to learn more.

Qualifications

Additional Information