Participant Experience Coordinator

3 days 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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