Administration Assistant

2 weeks ago

Sydney, New South Wales, Australia Specialised Health Full time $60,000 - $80,000 per year

Purpose of the Role:

The Admin Assistant is responsible for providing high quality administrative support to ensure the seamless operation of Specialised Health. This role is designed to assist internal Administrative teams by managing data entry, file maintenance, communication with Exercise Physiologists, external stakeholders and other essential administrative duties. By maintaining accuracy and efficiency in administrative processes, the role contributes to the overall success of Specialised Healths programs and client service delivery.

Key Responsibilities:

Data Entry and File Management

  • Enter new patient referrals accurately and in a timely manner.

  • Send consent forms to General Practitioners and follow up for signatures.

  • Manage funding details on files, ensuring updates are completed.

  • Close files in the CRM system and ensure data integrity.

  • Send reminders to Exercise Physiologist (EP) staff for CRM-based custom field completion.

  • Upload and organise documents in MedEbridge and other platforms.

Communication and Coordination

  • Communicate effectively with insurance claims managers and external stakeholders.

  • Provide customer-facing support, including monthly reporting and invoice follow-ups.

  • Send introductory emails and text messages (via email-to-text system).

  • Identify when external stakeholder communication is needed for file updates, funding clarifications, or other essential matters.

Quality Control and Compliance

  • Monitor and address communication-related quality issues.

  • Ensure audit timeframes and compliance standards are met.

  • Identify and escalate ongoing quality issues to the Administration Team or Head of Operations.

Time Management and Efficiency

  • Execute duties promptly to support EPs and other team members.

  • Prioritise tasks effectively and manage fluctuating workloads.

  • Ensure timely responses to requests and proactively manage administrative tasks.

Reporting Relationships:

Reports to:

  • Head of Operations - Steven O'Keefe

Direct reports include:

  • Administration - Melissa Mills

Qualifications and Experience:

Experience in administration support, preferably in healthcare or insurance fields

Strong organisational and time management skills

Excellent written and verbal communication skills

Ability to work independently and problem solve effectively

Proficiency in Google Suite, Microsoft and CRM systems

Experience in managing stakeholder relationships

Detail oriented with a focus on quality and compliance

Role Objectives:

Ensure Efficient Administration Support

Accurately manage data entry, file documentation and system updates to support operational efficiency.

Streamline Technology and Process Management

Utilise administrative software and workflows to enhance productivity and service quality.

Maintain High Quality Customer Service and Communication

Provide effective communication with internal teams and external stakeholders, ensuring timely responses and issue resolution.

Support Business Quality and Compliance

Ensure administrative tasks are completed and aligned with Specialised Healths company policies, procedures and compliance requirements

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