Participant Experience Coordinator

4 weeks ago

Newcastle, New South Wales, Australia Red Frog for Families Full time
Overview

A wonderful opportunity to join an incredible multidisciplinary organisation in Newcastle. At Red Frog for Families our mission is to empower people with disability to live a quality life. We're hiring: Participant Experience Coordinator - Intake Administration Officer.

Role Details

Location: Broadmeadow, Newcastle, NSW

Employment Type: Full-Time

Client Focus: Paediatrics, Adolescents, Teenagers & Young Adults

Services: OT, Speech, Behaviour Support, Disability Support

About The Role

We're looking for a proactive and detail-oriented administration team member with a passion and experience with scheduling, rostering, supporting Intakes of new participants, daily accounts & invoicing knowledge and general daily administrative duties to join our growing team. This role is essential to ensuring our services run smoothly by managing therapist and support worker schedules, coordinating participant bookings, supporting new participant intakes and the smooth daily running's of the clinics administration.

Key Responsibilities
  • Manage day-to-day scheduling and rostering of therapy and support services
  • Liaise with therapists, participants, and families to coordinate appointments
  • Support intake processes: respond to enquiries, gather intake documents, and schedule initial meetings and assessments
  • Monitor and update practice management software systems, schedules and calendars
  • Collaborate with clinical and admin teams to ensure a seamless client journey
  • Respond efficiently to changes in schedules and maintain strong communication
  • Daily accounts and invoicing tasks
  • General daily administrative duties
What You\'ll Bring
  • Prior experience in a scheduling, rostering, admin or intake role (health, disability sector or aged care preferred)
  • Excellent organisational and time management skills
  • Strong communication skills and a warm, professional manner with families and team members
  • Tech-savvy with experience using scheduling or client management software
  • Ability to adapt to change, juggle priorities, and solve problems efficiently
  • Capacity for reflective learning
  • Emotional intelligence and interpersonal awareness
  • Ability to self-manage in a busy work environments to keep on top of day to day tasks
  • A genuine passion for supporting families and children
What We Offer
  • A friendly, purpose-driven team environment
  • A vibrant and supportive team culture, where we truly live our values of Care, Connect, and Empower every day.
  • Opportunity to grow with a clinic that values people and progress
  • Training and support from experienced admin and clinical leaders
  • A chance to make a meaningful impact on the lives of our participants and their families
Our Vision

"As parents ourselves, we know how challenging it can be to find the right support. Our vision is to help families just like ours—those navigating developmental, behavioural, or learning challenges—with empathy, respect, and clinical excellence."

— Rochelle (CEO) & David (COO)

Ready to Join Us?

We'd love to hear from you Apply now with your resume and a short cover letter to tell us why you\'re the perfect fit.

Job Details
  • Seniority level: Entry level
  • Employment type: Full-time
  • Job function: Other
  • Industries: Health, Wellness & Fitness
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