Reception & Admin Support for Mobile Allied Health Clinic

Hello prospective Moving Healthcare Admin All-Rounder and Collaborator

You guessed it—we're on the lookout for a proactive, detail-loving admin professional to join our team You'll be helping support our growing mobile allied health practice and have the opportunity to shape how we work moving forward. Bonus points if you're not opposed to the occasional pun involving the word "moving" (frequency adjustable depending on your vibe).

The role:
This is a permanent part-time position, approximately 15 hours per week, spread across Monday to Friday. The hours are flexible—roughly 3 hours per day, likely somewhere around 9am–12pm, but this can shift day to day depending on what works best for both of us. There's also room for the hours (and the role itself) to grow over time as the business evolves. The role is predominantly remote, but I am keen for some face-to-face collaborative work, particularly at the outset.

As this is a newly created role, there's real opportunity to help shape it. As someone who is self-employed, I value the flexibility and autonomy that comes with it—and I want to offer the same wherever possible. You won't just be following instructions—you'll be encouraged to bring your ideas to the table and play an active role in improving our systems and the way we work.

You'll be working closely with me—Gabriella, the founder and director—partly from home and partly from my home office in Ivanhoe. It's a relaxed, leafy space with great natural light and easy street parking. The balance between home-based and in-person work is flexible and can vary week to week. We might also mix things up now and then with a different workspace or a walk-and-talk to keep the ideas flowing.

You'll be well supported to get up to speed with everything. You'll have visibility over what we do and how things currently run, with a gradual handover of responsibilities as you build confidence and familiarity. My hope is that over time, you'll take ownership of many admin functions so I can focus more on clinical work and strategic growth—knowing things are in excellent hands.

What you'll be doing:

• Responding to phone and email enquiries with warmth and professionalism

• Managing calendars, referrals, and appointments using our CRM (Splose)

• Supporting the intake process for new clients, including referrals and document gathering

• Creating and sending invoices (NDIS, HCP, Medicare, private billing)

• Uploading and maintaining accurate records and admin documentation

• Helping streamline and improve processes as we grow—your ideas are welcome

• Working collaboratively and contributing to the rhythm and flow of the business

You'd be a great fit if you:

• Have previous experience in admin in a healthcare setting

• Are familiar with the practice management software, Splose

• Are a quick learner with strong attention to detail and follow-through

• Enjoy contributing ideas to improve systems, streamline workflows, and make smart use of automation wherever possible.

• Have exceptional communication skills, both written and verbal—friendly, clear, and down to earth

• Are confident working independently and enjoy a balance of structure and variety

• Have strong Excel skills—you're comfortable with formulas, conditional formatting, linked sheets, filters, and automations, and you know your way around a spreadsheet beyond the basics (essential)

• Have experience with Xero for invoicing, payment tracking, reconciling accounts, and creating reports.

• Are confident navigating programs like Google Drive, Microsoft Word, Outlook email, Splose (our CRM), Mailchimp, and WordPress for basic website/blog updates

• Are confident using or assisting with social media platforms (Facebook and Instagram) for occasional posts or community engagement

• Are familiar with the language, roles, and concepts related to OT, physio, the NDIS, and other common allied health funding streams.

• Value thoughtful, impactful work and a work environment grounded in kindness, adaptability, and a commitment to doing things well.

• Bring relevant lived experience or insight into the communities we support (e.g. disability, mental health, ageing, caring roles, etc.) - not essential, but viewed favourably.

What you'll get:

• Permanent part-time role with leave entitlements

• Laptop and phone provided

• A genuinely flexible work arrangement

• A collaborative, approachable work environment where your input is valued

• A warm, natural workspace in Ivanhoe with a casual and friendly vibe

• The opportunity to shape the role and grow with the business

About us:
Moving Healthcare is a Melbourne-based mobile physio and OT service founded in 2021. We specialise in providing high-quality, respectful, and convenient allied health services to NDIS participants and older adults in their homes by a team of roughly 10 clinicians. We pride ourselves on being compassionate, responsive, and genuinely invested in the wellbeing of our clients—and each other.

Interested?
I'd love to hear from you. Please send your CV and a short cover letter to *********

If you have any questions or just want to get a feel for the role before applying, feel free to reach out via email.