Medical Admin Lead and EAP Coordinator

Position Description

Role Title: Admin Lead & EAP Engagement Coordinator

Employment Type: Full-Time

Location: EduCare Specialist Services & Mind-Care Mental Health, Charlestown NSW

Reports To: Managing Director

Background

EduCare Specialist Services and Mind-Care Mental Health are leading multidisciplinary health practices based in Charlestown, NSW. Together, we provide psychiatry, neurology, psychology, speech pathology, occupational therapy, and behavioural therapy services. Our integrated approach ensures clients and their families receive high-quality, person-centred care across a wide range of mental health and allied health needs.

This new role has been created to provide both operational leadership to our support staff team and business development through Employee Assistance Programs (EAP). The role combines strong administrative leadership with a client- and employer-facing function to ensure excellent internal systems and external service engagement.

Role Purpose

The Admin Lead & EAP Engagement Coordinator will:

1. Lead, supervise, and support a team of six administrative/reception staff across EduCare and Mind-Care.
2. Undertake frontline reception duties, modelling best practice in client care and service delivery.
3. Manage day-to-day administrative operations, ensuring efficient and effective support to the clinical team.
4. Lead EAP service engagement by fostering partnerships with employers, promoting EAP offerings, and providing responsive support to employees and families through in-person and online channels.
5. Strengthen business relationships with corporate clients and contribute to the growth of the EAP program as a core service line.

Key Responsibilities
1. Administration Leadership

• Supervise, mentor, and support six administrative and reception staff.
• Oversee staff rostering, workload allocation, and professional development.
• Provide hands-on reception cover as required, including client enquiries, appointment bookings, and front-of-house operations.
• Drive consistency and quality in administrative systems, ensuring alignment with practice policies and compliance requirements.
• Collaborate with the Practice Directors on reporting, workflow improvements, and implementation of business systems.

2. Reception & Client Services

• Provide a welcoming, professional, and client-centred reception service.
• Support intake processes, client file management, and communication pathways with clinicians.
• Troubleshoot issues escalated by reception staff and ensure timely resolution.
• Ensure confidentiality, privacy, and duty-of-care obligations are upheld in all client interactions.

3. Employee Assistance Program (EAP) Engagement

• Act as the lead contact for employer organisations engaging EduCare and Mind-Care EAP services.
• Build and maintain strong relationships with employers, HR teams, and corporate partners.
• Promote EAP offerings and develop tailored support packages for businesses.
• Coordinate and deliver EAP support to employees and families through face-to-face and online platforms.
• Monitor utilisation, collect feedback, and provide reports to employers and internal leadership.
• Develop strategies to expand EAP uptake across the region.

4. Leadership & Business Development

• Model professional leadership in a medical-health setting.
• Identify and implement opportunities to enhance service quality and efficiency.
• Represent EduCare and Mind-Care at networking events, employer briefings, and community forums to promote EAP services.
• Work closely with Directors to align administrative operations with broader strategic goals.

Key Selection Criteria

Essential

• Minimum 5 years' experience in a medical-health administration leadership role.
• Demonstrated experience supervising and developing administrative/reception teams.
• Strong background in Employee Assistance Programs (EAP), including client engagement, business relationship management, and program delivery.
• Excellent interpersonal and communication skills, with ability to build rapport with employers, staff, and clients.
• Proven ability to manage competing priorities, problem-solve, and maintain professionalism under pressure.
• High-level organisational and administrative skills, with attention to detail and accuracy.
• Strong IT literacy (practice management systems, Microsoft Office suite, telehealth platforms).
• Commitment to confidentiality, ethical practice, and client-centred care.

Desirable

• Qualifications in business administration, health management, psychology, counselling, or related field.
• Experience developing and growing service lines within a health or corporate environment.
• Understanding of NDIS, Medicare, and private health funding structures.

Appointment Conditions

• Full-time position, based in Charlestown NSW.
• Standard working hours with some flexibility to meet employer/EAP client needs.
• Competitive salary package commensurate with experience and leadership responsibilities.
• Probation period: 6 months.
• Ongoing professional development and training opportunities provided.

Position Type: Permanent, Full-time

Reporting To: Managing Director

Application Process

To apply for this position, please submit the following:

1. Cover Letter: Addressing the all the key selection criteria above.
2. Curriculum Vitae (CV): Detailing your professional experience and qualifications.
3. Photo: Optional but preferred for ease of reference.

Contact Information

For further information about EduCare and MindCare, visit our websites EduCare and MindCare. For inquiries about the position, please contact Dr Bruce R Youlden via email at or by mobile at

Note: Only shortlisted candidates will be contacted. Thank you for your interest.

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