Administration & Office Coordinator (Caloundra)

Applications close: 4.30pm Monday 22 June 2026 Aboriginal and/or Torres Strait Islander applicants strongly encouraged to apply About Wakai Waian Healing Wakai Waian Healing (WWH) is a specialist Aboriginal and Torres Strait Islander organisation committed to promoting healing through culturally grounded, evidence‑informed practices. While we provide services to the broader community, our primary focus is supporting the mental health and social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples. Learn more at About the Role We are seeking an energetic, organised and relationship‑focused Administration and Office Coordinator to become the central connector and operational heartbeat of our newly refurbished Caloundra office. This position reports directly to the Office Manager in Rockhampton, while serving as the go‑to person on the ground in Caloundra. You will support our clinicians, coordinate daily operations, strengthen referral pathways and help create a welcoming, culturally safe and highly effective customer service environment. This role suits someone who thrives on responsibility, takes initiative, builds strong relationships and enjoys being the person who makes things happen. Key Responsibilities
- Coordinate the day‑to‑day operations of the Caloundra office
- Provide high‑quality administrative, reception and consumer support in a culturally safe manner
- Build strong relationships with local referrers, community organisations and stakeholders to support referral growth and retention
- Support clinicians by coordinating schedules, room bookings and resources
- Assist with the coordination and delivery of NDIS, Psychology, Occupational Therapy clinics
- Maintain office facilities, equipment, supplies and assets to a high standard
- Support financial administration including invoice processing, data entry and budget‑related tasks
- Assist with data collection, entry and verification for funding and reporting requirements
- Coordinate vehicle checks, servicing and maintenance
- Provide administrative support for community engagement, stakeholder collaboration and promotional activities
- Contribute to quality, safety and compliance activities aligned with the National Standards for Mental Health Services and ISO 9001:2015
- Represent WWH in networking, community and promotional activities
- Support the Office Manager with workflow coordination, quality tasks and organisation‑wide administrative functions
- Undertake other duties as required and negotiated Skills, Experience and Requirements
- Minimum 1–2 years administration or office coordination experience (allied health, hospital, medical or specialist settings highly regarded)
- Strong written and verbal communication skills
- Ability to use a range of technologies including computers, mobile devices and office software (Word, Excel, PowerPoint)
- Ability to build strong relationships with diverse stakeholders, including Aboriginal and Torres Strait Islander communities
- Understanding of, or willingness to learn about, the mental health needs and priorities of Aboriginal and Torres Strait Islander peoples
- Ability to manage competing tasks, meet deadlines and work within ethical, safe and quality‑focused practices
- Ability to work respectfully in healing‑focused services across rural, remote and regional contexts
- Current Queensland driver licence
- Ability to obtain a Working with Children Blue Card, NDIS Worker Screening and pass a criminal history check
- Completion of NDIS Worker Orientation and New Worker Induction modules (or willingness to complete) Personal Attributes
- Warm, engaging and able to build trust quickly
- Strong cultural sensitivity and respect
- High levels of initiative, energy and teamwork
- Ability to thrive in a adaptable, emerging and fast‑paced setting
- Strong self‑care and stress‑management practices
- Accountability and commitment to workplace health and safety
- Passion for supporting the mental health and social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples How to Apply Apply by SEEK (preferred) or submit your current CV and Cover Letter by 4.30pm Monday 22 June 2026 to Rebecca Edmund Email: rockadmin @wakai-waian.com.au 1800 732 *** Apply on Kit Job: kitjobau.com/job/3qir21