Virtual Assistant (Healthcare/NDIS Experience Preferred)

We are a growing NDIS therapy business based in Australia, specialising in psychology, behaviour support, and early intervention services. Our team is dedicated to improving lives, and we are seeking a proactive, detail-oriented Virtual Assistant (VA) to support our director and a team of three clinicians. This is a hybrid role requiring both administrative and personal assistance skills.

Role Overview
As our Virtual Assistant, you will assist in managing business operations, client communications, lead generation, and some personal assistance tasks. You will play a vital role in keeping the business and personal life of our director organised and efficient.

Key Responsibilities
Business Support Tasks
Scheduling & Calendar Management:
- Book and confirm client appointments for the director and team of clinicians.
Reschedule missed/canceled sessions and ensure reminders are sent.

Client Onboarding:
- Manage intake forms, consent documents, and client profiles in Splose.
- Verify NDIS plan details and agreements.
- Speaking directly with clients to obtain intake information.

NDIS Billing & Financials:
- Send invoices within 24 hours of service.
- Reconcile payments weekly and follow up on unpaid invoices within 7 days.
- Following up for non-payment.
- Generating reports for weekly meetings.
- Create service agreements and audit appointments for compliance.

Team Support
- Following up team for administrative documents and case notes.
- Researching and resourcing professional development opportunities for team.
- Organisation of team events.

Document Preparation
- Format and proofread reports, create templates, and populate non-clinical data.

Marketing & Lead Generation:
- Create and schedule engaging social media posts weekly.
- Draft and send outreach emails to potential clients and partners.
- Track and manage leads in a CRM, providing weekly reports.

Some Personal Assistance Tasks
Family Schedule Management:
- Organise school events, extracurricular activities into calendars, and any personal appointments.
Meal Planning & Grocery Coordination:
- Plan weekly meals and coordinate grocery deliveries.
Childcare & Event Planning:
- Occasionally book, babysitting, and family activities.
- Plan family events such as birthdays and holidays.

- Reminder Management:
- Set reminders for personal appointments and family commitments.

Key Skills & Requirements
Experience
At least 1–2 years in a VA/PA role or similar administrative position.
Tech-Savvy: Familiarity with tools like Splose, Google Workspace, Xero, and social media platforms such as TikTok and Instagram. Use of Canva.
Proactive & Organised: Able to anticipate needs and manage tasks independently.
Strong Communication: Excellent English skills (written and spoken) for emails, reports, and client interactions.
Attention to Detail: High accuracy in managing schedules, reports, and financials.
Time Availability: Able to work during Australian business hours (AEST) across 5 days.
Home office Set up.


Benefits
- Flexible work-from-home setup.
- Opportunity to work in a meaningful field that positively impacts lives.
- Competitive hourly rate
- Long-term, stable employment with growth opportunities.

How to Apply
If you are excited to join our team, please send the following:
1. Your CV/Resume
2. A Cover Video explaining why you’re the ideal candidate for this role.
3. Samples of Work (e.g., reports, social media posts, or templates you’ve created).