Virtual Admin Assistant

This is a remote position.

The Virtual Administrative Assistant (VA) provides high‑level administrative, operational, and client‑support services. This role supports clinicians, assists with client communication, manages scheduling and documentation, and helps maintain efficient day‑to‑day operations across the practice.

The ideal candidate is organised, proactive, detail‑oriented, and able to work independently while maintaining warm, professional communication with clients and clinicians.

Key Responsibilities

1. Client Communication & Support

• Respond to client enquiries via email, phone, and SMS in a timely and professional manner.
  
• Provide information about services, appointment availability, and clinic processes.
  
• Assist clients with completing forms, accessing reports, and understanding next steps.
  
• Manage sensitive information with confidentiality and care.
  

2. Appointment & Diary Management

• Schedule, reschedule, and confirm appointments using Zanda (booking and patient management software).
  
• Coordinate clinician calendars and ensure accurate diary management.
  
• Monitor cancellations, waitlists, and follow‑up appointments.
  
• Support onboarding of new clinicians by setting up diaries and availability.
  

3. Administrative Operations

• Prepare and send invoices, receipts, and payment confirmations.
  
• Maintain accurate client records and ensure documentation is uploaded promptly.
  
• Assist with report tracking, ensuring reports are completed and sent once payments are finalized.
  
• Support onboarding tasks such as setting up emails, software access, and clinician profiles.
  

4. Clinical Support Administration

• Assist clinicians with administrative tasks such as uploading reports, preparing templates, and managing documentation.
  
• Coordinate communication between pediatricians, psychologists, psychiatrists, and external providers.
  
• Track referrals, NDIS documents, school reports, and other supporting materials.
  

5. Systems & Software Management

• Use and maintain:
  
• Zanda (booking & patient management)
  
• MediRecords (prescribing software)
  
• Email platforms (Gmail)
  
• Shared drives and document systems
  
• CRM and pipeline management
  
• Support clinicians with login issues, access requests, and basic troubleshooting.
  

6. Website, Marketing & Communication Support (as needed)

• Upload clinician bios and photos to the website.
  
• Assist with updating service information and clinic announcements.
  
• Support internal communication and team coordination.
  

Performance Expectations

• Timely response to client and clinician communication
  
• Accurate and efficient diary and document management
  
• Consistent adherence to clinic policies and confidentiality standards
  

• Minimum of 2 years experience as a VA or administrative assistant within the Healthcare industry
  
• Familiarity with booking systems and EMR software such as Zanda and MediRecord (preferred)
  
• Reliable internet connection and suitable remote work setup
  
• Strong written and verbal communication
  
• Excellent organisational and time‑management skills
  
• Ability to handle confidential information with discretion
  
• Warm, professional, and client‑centred approach
  
• Tech‑savvy and quick to learn new systems
  
• Ability to work independently and manage competing priorities
  
• Experience in healthcare administration preferred but not essential
  

Work Environment & Expectations

While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment.

✅ This role requires: 

• Discipline and commitment to set working hours (strict shift times, not flexible)
  
• Use of time tracking software during work hours
  
• Active participation in team and client calls with your camera ON
  
• Consistent availability and responsiveness throughout your shift
  
• Treating this as a long-term, full-time job—not a side gig or freelance task
  

⏱ Payroll is processed bi-monthly.

We’re looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity. If you’re seeking stability and a team that appreciates reliability, we’d love to hear from you.