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JOB DESCRIPTION: ADMIN & BOOKKEEPING SUPPORT
Schedule: Monday to Saturday (with weekend coverage)
Position: Admin/Bookkeeper
Hours: 35.5 hours in a week
VA Rate: $7 / hour
Reports to: Admin Manager & Leadership Team (AU-based)
ABOUT THE ROLE
We are seeking two highly reliable and detail-oriented Virtual Assistants to provide end-to-end administrative and invoicing support for a growing healthcare organisation with offices in different Australian states, including WA.
This role requires excellent communication skills, strong technical and bookkeeping abilities, and the capacity to manage a high-volume inbox, take fast action on referrals, and support various administrative workflows as the business grows. Initially, phone calls will remain onshore, but the successful candidates must be capable and confident to handle phone communication in the future.
This is a long-term, growth-oriented role supporting multiple internal teams.
KEY RESPONSIBILITIES
1. Email & Inbox Management
- Provide real-time monitoring of multiple inboxes during the assigned shift.
- Ensure strict response-time compliance: o Within 15–30 minutes, maximum 1 hour, unless in training or meetings.
- Categorise, flag, and prioritise emails based on urgency.
- Ensure all actions triggered by emails are completed and logged.
2. Referral Processing (High Priority Task)
- Action all new referrals within 1–2 hours from receipt.
- Enter referral details into the internal system accurately.
- Contact clients promptly to acknowledge referral and confirm appointment requirements.
- Coordinate with local AU team/managers to secure appointment slots (same-day if required).
3. Appointment & Calendar Coordination
- Book client appointments and update calendars as required.
- Liaise closely with the local admin team regarding availability and scheduling changes.
- Communicate scheduling updates or issues to relevant team members.
4. General Administrative Support
- Upload documents, invoices, and client files into the system.
- Support local admin on ad hoc tasks such as follow-ups, confirmations, and data checks.
- Assist in creating and updating internal records, logs, and trackers.
- Provide admin support across different departments as needed (onboarding, rostering assistance, etc.)
5. Invoicing & Bookkeeping-Related Tasks
- Monitor invoicing emails and upload invoices into the correct client folders.
- Perform basic bookkeeping-related data entry tasks.
- Ensure accuracy and completeness of client billing documentation.
- Assist with shift blocking/tagging for payroll preparation.
6. Systems, Security & Compliance
- Use only company-approved systems, logins, and devices.
- (Subject to IT decision) Operate exclusively on company-issued laptops OR secure access to the company environment via an approved firewall setup.
- Maintain confidentiality and strictly follow data security protocols.
- Follow escalation processes for any unusual, clinical, or compliance-related concerns.
JOB REQUIREMENTS
Details
Must-Have Skills (Non-Negotiable)
- Excellent English communication skills, both written and verbal.
- Experienced with XERO and Shift Care.
- Australian work experience handling BAS and GST compliance.
- Willing and flexible to work 6 days per week including weekends.
- Must be confident and professional; accent-neutral preferred for future call handling.
- Strong bookkeeping/invoicing knowledge
- Able to handle invoice uploads, file management, data entry for accounts.
- Advanced administrative skills
- Inbox management
- Appointment scheduling
- Data entry accuracy
- Calendar coordination
Technical Requirements
- Strong IT literacy and ability to learn new systems quickly.
- Familiarity with cloud-based tools (OneDrive, email systems).
- Comfortable navigating CRM or client management systems.
Work Setup
- Must be work-from-home ready with reliable high-speed internet.
- Must be open to using company-issued equipment if required.
- Located preferably within metro areas or nearby cities for logistics purposes (if equipment deployment is required).
Personal Attributes
- Highly responsive and proactive.
- Detail-oriented with strong organisational habits.
- Can work independently with minimal supervision.
- Comfortable collaborating with AU-based teams.
SCHEDULE & COVERAGE
- Ensures uninterrupted admin and referral handling across multiple time zones, including WA.
ADDITIONAL NOTES
- Weekend coverage may be introduced as the business expands.
- HR support tasks are not included at this stage but may evolve as the business grows.
- Training for systems, invoicing processes, and escalation guidelines will be provided by the client’s internal team.
Details
