Job Overview:

We are looking for a highly organized and proactive Operations & Care Coordination Assistant to work directly with our Director. This is not a traditional executive assistant role. Instead, you will be the operational backbone of our team: keeping projects on track, coordinating tasks across staff, and ensuring nothing falls through the cracks.

You do not need a clinical or legal background. We provide full training, templates, and systems. What we need most is reliability, organization, and the ability to follow processes independently.

Client Overview:

We are a specialized disability support coordination and psychosocial recovery coaching provider, dedicated to serving participants from non-English speaking backgrounds—including those who speak Hindi, Punjabi, and other languages.

Important Note – Please Read

We are not looking for a narrow specialist. We want a strong all-rounder who can grow with this role. Over time, you will take on more responsibility as we expand.

Schedule:

• Monday - Friday, 9:00 AM - 5:00 PM (Dandenong VIC time) includes 1-hour unpaid break (7 hours a day/35 hours per week) 

Responsibilities:

• Task & Team Coordination: Track team tasks, follow up on action items, and ensure deadlines are met across daily operations.
• Document Management: Draft, format, and organize simple documents using provided templates (e.g., support letters, internal memos, client notes).
• Timesheet & Data Entry: Manage staff timesheets and accurately enter data into internal tracking sheets.
• Invoicing Support: Create and send invoices using Xero (full training provided).
• Email & Outreach: Assist with professional email communication, including follow-ups with participants, families, and external providers.
• File & System Organization: Maintain digital filing systems, improve internal processes, and keep shared workspaces orderly.
• General Business Support: Handle ad-hoc administrative tasks to keep the Director and team operating smoothly.

Requirement:

• Stable, high-speed internet connection and a private, distraction-free workspace

Preferred Background (Not Required, but a Plus)

• We are especially interested in candidates with experience in:
• Healthcare (nursing, social work, psychology, allied health)
• Disability or community services
• Care coordination, case management, or medico-legal admin
• Healthcare administration

However, if you have strong general administration experience and a genuine willingness to learn, we encourage you to apply.

Who You Are (Key Qualities)

• Highly organized & detail-obsessed – You catch small errors before they become big problems.
  
• Clear written communicator – Your English is strong, simple, and professional.
  
• Reliable & proactive – You don’t wait to be told twice; you anticipate needs.
  
• Independent problem-solver – You follow instructions well but also think for yourself.

Our top 3 priorities are:

• Reliability – You show up and deliver consistently.
  
• Organization – You bring order to chaos.
  
• Ability to follow systems – You trust and use our proven processes.

We provide full training, templates, and ongoing guidance. Your success is our success.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.