Medical Administrative Assistant jobs

Who We Are

At Healthproof, we bring healthcare to people...literally.

We deliver mobile allied health services across Sydney, providing high-quality, compassionate care in homes, schools, aged care facilities, and community settings.We support people of all ages, from early childhood through to aged care, including individuals living with disability or recovering from injury or illness.

Our mission?

To improve lives through accessible, personalised, and meaningful care.

Our Values?

Compassion, Empowerment & Simplicity

We’re a multidisciplinary team (physios, OTs, speechies, dietitians + more) working together to help clients build independence, improve daily living skills, adapt their environments and achieve goals that truly matter.

About the Role

This is a part-time role, 22.8 hours per week.

This role plays a key part in our client journey, managing the onboarding and intake process for new referrals and ensuring clients transition smoothly into our services.

You will be the first point of contact for many clients, families, and referrers, ensuring information is collected accurately and services are set up efficiently.

Working closely with our clinical team leads, support coordinators, and referrers, you will ensure every client is matched with the right clinician and that all documentation and compliance requirements are completed prior to service commencement.

This role is ideal for someone who enjoys organisation, communication, and helping people navigate healthcare systems.

Key Responsibilities

Client Onboarding

• Manage the onboarding pipeline in Zoho CRM, tracking referrals through to service commencemen
• Prepare, send, and follow up on service agreements
• Liaise with clients, families, support coordinators, and therapists to gather required documentation
• Conduct pre-home safety screenings via phone for clients without email access
• Ensure a smooth handover to the clinical team once onboarding is complete

Service Agreement Renewals

• Prepare renewal service agreements in line with new NDIS plan dates or funding changes
• Block-book ongoing appointments to ensure service continuity
• Maintain accurate records in Zoho CRM and Cliniko
• Follow up on outstanding documents and agreements

Email & Lead Management

• Manage the shared admin inbox and respond to general enquiries
• Track and manage incoming leads within Zoho CRM
• Ensure all enquiries are followed up promptly

General Administrative Support

• Provide support to the wider admin team during busy periods
• Assist with appointment coordination, documentation, and follow-ups

Maintain clear communication with clients and stakeholders

About You

We are looking for someone who is organised, proactive, and compassionate, with strong communication skills.

You may have:

• Previous experience in administration, ideally within healthcare or allied health
• Experience using CRMs or practice management systems (Zoho, Cliniko, Xero or similar)
• Excellent organisation and time management skills
• Strong attention to detail
• The ability to manage multiple tasks in a fast-paced environment
• Must be fluent in English and willing to complete a literacy test
• Experience with NDIS desirable

✨ What’s In It For You?

We know great clinicians need great support, so we’ve built a role that actually delivers.

Growth, Support & Flexibility

• Weekly 1:1 mentoring (no “figure it out yourself” culture here)
• Monthly professional development sessions
• Clear career progression pathways tailored to your goals
• Work from home
• Amazing support & supervision from our Team Leader

Perks You’ll Actually Use

• Fun team socials & connection days
• $100 Patient Referral Bonus
• 2 Extra Days of study leave + $1000 CPD allowance
• Weekly pay + access your earnings as you go
• Access to 1000+ discounts & cashback offers (shopping, travel, fitness, insurance & more)