Administration Assistant - Remote

About Healthproof

Healthproof is a growing provider of mobile allied health services, delivering high-quality care to clients across Sydney, Melbourne, and Brisbane.

We support elderly clients, people living with disability, post-surgical patients, and individuals requiring rehabilitation, helping them access healthcare in the comfort of their own homes or preferred settings.

Our mission is simple: make healthcare more accessible while creating a culture of compassion, empowerment, and simplicity in every interaction.

As we continue to grow, we are looking for a highly organised Administration Officer – Onboarding & Intake Specialist to join our team in Sydney.

About the Role

This role plays a key part in our client journey, managing the onboarding and intake process for new referrals and ensuring clients transition smoothly into our services.

You will be the first point of contact for many clients, families, and referrers, ensuring information is collected accurately and services are set up efficiently.

Working closely with our clinical team leads, support coordinators, and referrers, you will ensure every client is matched with the right clinician and that all documentation and compliance requirements are completed prior to service commencement.

This role is ideal for someone who enjoys organisation, communication, and helping people navigate healthcare systems.

Key Responsibilities

Client Onboarding

• Manage the onboarding pipeline in Zoho CRM, tracking referrals through to service commencemen
• Prepare, send, and follow up on service agreements
• Liaise with clients, families, support coordinators, and therapists to gather required documentation
• Conduct pre-home safety screenings via phone for clients without email access
• Ensure a smooth handover to the clinical team once onboarding is complete

Service Agreement Renewals

• Prepare renewal service agreements in line with new NDIS plan dates or funding changes
• Block-book ongoing appointments to ensure service continuity
• Maintain accurate records in Zoho CRM and Cliniko
• Follow up on outstanding documents and agreements

Email & Lead Management

• Manage the shared admin inbox and respond to general enquiries
• Track and manage incoming leads within Zoho CRM
• Ensure all enquiries are followed up promptly

General Administrative Support

• Provide support to the wider admin team during busy periods
• Assist with appointment coordination, documentation, and follow-ups

Maintain clear communication with clients and stakeholders About You

We are looking for someone who is organised, proactive, and compassionate, with strong communication skills.

You may have:

• Previous experience in administration, ideally within healthcare or allied health
• Experience using CRMs or practice management systems (Zoho, Cliniko, Xero or similar)
• Excellent organisation and time management skills
• Strong attention to detail
• The ability to manage multiple tasks in a fast-paced environment

Experience with NDIS desirable Why Join Healthproof?

Professional Development: Access tailored training and development opportunities to grow your career.

Work-Life Balance: Flexible working arrangements and a supportive team environment.

Competitive Salary: Attractive remuneration with opportunities for performance-based bonuses.

Supportive Culture: Join a collaborative team where your contributions are valued.

Apply

If you’re looking for a role where you can make a meaningful impact while building your administrative career, we would love to hear from you.

Apply now to join the Healthproof team.

Role is only available to individuals living in the Philippines.