Admin & Finance Coordinator (Balcatta)

Personal Growth Joining West Coast Neuro means becoming part of a passionate and supportive team. Regular 1:1 and group mentoring sessions from senior therapists, along with shadowing opportunities across the team, ensure continuous development of clinical skills. Our motivating clinic environment guarantees you’ll leave each day inspired by fellow clinicians and clients. Personal Development We’re committed to helping you develop your skills and achieve your goals. We will work you to set individual work and personal objectives and provide support to ensure you reach them. With a unique career progression framework in place, you’ll have the opportunity to push your boundaries and pursue meaningful areas of your career development. Clinic Space & Resources Our extensive facilities include a large therapy gym, individual treatment rooms, and access to a variety of settings including the centre, community and clients’ homes. You’ll have the opportunity to work with cutting-edge rehabilitation technologies such as the LiteGait, standing frame, reformer pilates machine, electrical stimulation devices and more. Induction We provide a supportive and detailed induction period focusing on both clinical and non-clinical skills to facilitate a smooth transition into the West Coast Neuro workplace. Rewards & Benefits At West Coast Neuro, we prioritise client care over billable targets, ensuring that productivity and efficiency are rewarded without compromising quality of care. We offer full-time positions (38 hours per week), a unique reward program, and a salary package with contributions for professional development. Additionally, we provide all the necessary tools of the trade, including a MacBook and work phone. Individual Mentoring Therapists meet with their clinical mentor on a weekly, bi-weekly, or monthly basis, depending on their individual needs. In these sessions, we collaboratively set and work towards achieving both clinical and personal goals, with a strong emphasis on health, wellbeing, and clinical or leadership skill development. We encourage shadowing team members and participating in joint sessions to help develop your clinical skills. Our unique clinic environment also offers excellent opportunities for co-treatment with other therapists, providing further avenues for skill development. Group Mentoring Sessions We organise weekly group mentoring sessions led by your team. These sessions are an excellent opportunity to learn from one another, enhance our skills, and tackle challenging client issues collaboratively. We have opportunities to collaborate with like minded external neurological rehabilitation facilities to help to continue develop our skills. Induction Program When you join West Coast Neuro, we provide you with a personalised induction program. Our induction program, delivered via the online platform iSpring, covers clinical skills, equipment, leadership skills, and non-clinical private health skills. Over the following weeks, we will collaborate to complete each task, ensuring your transition into West Coast Neuro is smooth and enjoyable. Mastery Partners We are constantly inspired and driven to enhance our clinical practice. To support this, we frequently organise personal development sessions for the entire team, working alongside external experts and leaders in the field of neurological rehabilitation. Informal Mentoring West Coast Neuro utilises a team messaging system to share clinical resources, ask questions, communicate key information, and collaborate to support each other, recognising the challenges of community work. Informal learning between therapists is highly valued, as we often lean on each other for support between formal supervision sessions. Our clients are accustomed to additional therapists observing sessions, allowing significant knowledge transfer through ‘hallway conversations’. PD Funding At West Coast Neuro, we are committed to the continuous professional growth of our team. To support this, we offer financial assistance for attending external courses and events. This ensures our therapists stay at the forefront of clinical practice and provide the highest quality care for our clients. Admin & Finance Coordinator

West Coast Neuro is continuing to grow, and we are looking for a dedicated Admin & Finance Coordinator to join our team. Our systems and processes are already in place and functioning well. This role is about strengthening, coordinating, and elevating our administration, finance, and operational support as we continue to evolve. At West Coast Neuro, administration plays a central role in the experience of our clients, families, referrers, and team. This role is designed for someone who enjoys structure, efficiency, people, and keeping a productive clinic running smoothly at a high level. You will work closely with management and become an integral part of our team, ensuring systems are designed, followed, refined where needed, and consistently executed to a high standard. About West Coast Neuro At West Coast Neuro, we specialise in neurological rehabilitation, supporting individuals living with conditions including stroke, spinal cord injury, brain injury, Parkinson’s disease, cerebral palsy, multiple sclerosis, concussion, and other neurological presentations. Our team includes Occupational Therapists, Physiotherapists and Exercise Physiologists who work closely together to help clients achieve meaningful goals and maximise independence. About This Role The Admin & Finance Coordinator plays a key role in ensuring the smooth and professional running of the clinic’s administration, finance, and operational functions. You will work within established systems and processes, ensuring they are executed consistently, efficiently, and to a high standard, while also identifying opportunities for refinement as the clinic grows. This role combines:
- Front desk and administration leadership
- Referral and intake coordination
- Client communication and support
- Finance and accounts administration
- Scheduling and operational support
- Purchasing, systems, and clinic coordination
- You will be a central point of coordination across the clinic, supporting both clients and clinicians. Key Responsibilities
- Administration & Front Desk Leadership
- Manage front desk processes to ensure exceptional client experience
- Answer and manage phone and email communication promptly and professionally
- Ensure clients are welcomed and supported on arrival
- Maintain smooth daily clinic administration and workflow
- Coordinate consumables, supplies, and general clinic organisation
- Manage administration inboxes and communications
- Support clear and effective communication across the clinic Referral & Intake Management
- Receive, triage, and manage incoming referrals efficiently
- Allocate referrals based on clinical needs and therapist capacity
- Coordinate intake processes and service agreements
- Liaise with referrers and external stakeholders to support onboarding
- Manage referral waitlists and communicate professionally with new enquiries
- Ensure a high-quality and timely client onboarding experience Client Experience & Coordination
- Act as a key point of contact for clients, families, and referrers
- Manage enquiries with professionalism, empathy, and clarity
- Support resolution of invoicing and administrative queries
- Build robust relationships with internal and external stakeholders
- Track client engagement, rebookings, and scheduling patterns
- Ensure a consistently high standard of client experience Finance & Accounts Support
- Support reconciliation and accounts processes using Xero
- Assist with debtor follow-up and accounts administration
- Manage accounts and invoicing inboxes
- Performance Reporting Operations & Scheduling
- Support therapist diary management and scheduling efficiency
- Monitor capacity and appointment utilisation
- Help reduce gaps and improve clinic flow
- Support adherence to existing scheduling systems and processes
- Track operational metrics including utilisation and referral trends Purchasing, Equipment & Systems
- Coordinate ordering of consumables, supplies, and equipment
- Follow established purchasing processes and systems
- Support technology systems including computers, phones, and software
- Assist with HICAPS and Tyro Health administration and troubleshooting
- Coordinate maintenance and repairs with external providers Clinic Presentation & Maintenance
- Maintain a clean, organised, and skilled clinic environment
- Coordinate maintenance and repair requests
- Ensure clinic presentation standards are consistently met
- Support smooth day-to-day operational functioning of the clinic This Role May Suit Someone Who:
- Enjoys structure, organisation, and operational flow
- Takes pride in doing things properly and consistently
- Is proactive, calm, and solutions focused
- Communicates clearly and professionally
- Enjoys working with both people and systems
- Can manage competing priorities efficiently
- Values teamwork and high standards
- Wants to grow into a senior operations role over time Why You’ll Love Working at West Coast Neuro
- BUILD SOMETHING FROM THE GROUND UP This is our first dedicated Admin & Finance Coordinator role, designed to support and strengthen a well-established system as the clinic continues to grow.
- CAREER GROWTH & LEADERSHIP PATHWAY This role has robust potential to develop into a broader operations leadership position across multiple clinics as West …