Admin Virtual Assistant

Pay $35–$50 per hour, depending on experience

Hours 4–6 hours per week, across 2–3 days

Location Remote, NSW

Engagement Contractor, ABN required

Start date Flexible

About us

Newcastle Neuro Speech Pathology is a small, values-driven practice providing speech pathology to adults across Newcastle and Lake Macquarie. We support clients funded through the NDIS, Support at Home (aged care), Medicare, private health and private payment.

We’re looking for a reliable, detail-minded admin person who enjoys bringing order to a busy schedule and is comfortable speaking with a wide range of people, including clients, family members, carers, support coordinators and plan managers.

When you’ll work

The role is 4–6 hours per week, spread across 2–3 days. You choose which days.

At least three-quarters of your hours will fall within standard business hours (9am–5pm, Monday to Friday), when clients and services are reachable. The rest can be done outside office hours to fit around your life, for tasks like file audits, proofreading and document updates.

There’s scope for extra hours on specific projects, and for the role to grow as our caseload does.

Why you’ll love working with us

●     Work from home, no commute. Your days are flexible, and some tasks can be done whenever suits you.

●     Family friendly. We don’t mind if your kids are home while you work. We only ask that client calls and information stay private.

●     Built around your life. This role suits speech pathology students, parents seeking flexible work, or anyone needing work that fits around study, caring, personal health or other jobs.

●     Great for students. You’ll get a behind-the-scenes view of how an allied health practice runs, including NDIS processes, client intake and clinical reports.

●     Pay that grows with you. Our sliding scale rises as your skills and independence grow.

What you’ll do

Client communication and onboarding

●     Monitoring and responding to the admin email inbox

●     Completing intake over the phone with new clients or their support person

●     Sending out forms and preparing, sending and organising service agreements

●     Following up cancellations and no-shows, and processing cancellation payments

NDIS admin

●     Submitting NDIS claims through the myplace provider portal

Client files and systems

●     Setting up funding periods in our client management system

●     Conducting client file audits

●     Basic proofreading of clinical reports for spelling errors

Home visit safety

●     Completing home visit safety checklists before our clinicians attend a first appointment

Bookkeeping and marketing

●     Reconciling invoices in Xero

●     Creating and posting Instagram content using Canva (access provided)

You’ll be supported with clear instructions and workflow documents. If you haven’t used Xero, the myplace portal or Canva before, we’ll teach you.

What you’ll need

Relevant background or interest

You don’t need direct experience in this exact role. We do ask that you bring some relevant experience, background or genuine interest in at least one of these areas:

●     Administration

●     Allied health

●     NDIS or aged care

●     Client-facing customer service in the health system

Skills and qualities

●     Tech savvy and confident with Google Docs, Google Sheets, Gmail and record-keeping systems

●     Able to quickly learn an electronic client management system (we use Splose)

●     Warm, patient and professional written and verbal communication

●     Strong organisational skills and attention to detail

●     Discreet and comfortable handling sensitive, confidential client information

●     Reliable, self-motivated and able to work independently once trained

Your setup

●     Your own laptop or computer and mobile phone

●     A strong, reliable internet connection

●     A private space to take client calls and work on client information confidentially (kids at home are fine)

Checks

●     A current NDIS Worker Screening Check, or willingness to obtain one before starting

Bonus points

●     Experience using Xero

●     Experience using Splose

●     Knowledge of speech pathology terminology

●     An understanding of the NDIS

Pay and growth

The rate is $35–$50 per hour, depending on your experience. If your experience is more limited, we’ll use a slidi…