Job Overview

Our client is looking for a standout administrator to help run their growing multi-clinician dietetics practice seamlessly behind the scenes. You will support three dietitians with the full range of practice administration — from client scheduling and inbox management to referral tracking, GP outreach, and practice reporting.

This is not a task-following role. Our client is looking for someone who takes genuine ownership — who notices things before being asked, ensures nothing slips, and communicates proactively. The right person will operate independently, follow established processes precisely, and make the clinicians' days easier simply by being across everything. You will be the first point of contact for many clients, so clear, warm, professional written English is essential.

Client Overview

Our client is a growing multi-clinician dietetics practice based in Brisbane, Australia. Led by a principal dietitian APD, the team of Accredited Practising Dietitians supports clients across gut health, women's health, metabolic nutrition, eating disorder recovery, sports performance, and longevity. They see clients in-clinic across Brisbane and via Telehealth throughout Australia. They are evidence-based, genuinely practical, and care deeply about the people they work with — clients and team alike.

Schedule: Monday - Friday, 2:00 PM - 4:00 PM Brisbane Time (10 work hours per week)

Responsibilities

Client Communications & Inbox Management

• Triage and respond to all client emails within 24 hours using approved templates
• Follow up with leads from the enquiry spreadsheet
• Send appointment confirmations, reminders, and re-engagement emails
• Manage rebooking and cancellation follow-ups
• Engage with followers and referral sources across three Instagram accounts

Appointment Scheduling & Coordination

• Coordinate bookings across three clinicians — each with different clinic locations, appointment types, and working arrangements
• Complete new client onboarding: referral verification, intake form follow-up, welcome emails, Telehealth setup
• Manage the practice waitlist and fill cancellations promptly
• Track referral expiry dates and contact clients proactively before they lapse

Practice Administration

• Enter and maintain accurate client records in Halaxy (referral types, expiry dates, Medicare details, referral source)
• Maintain the GP and referral source database; support fortnightly outreach to GP clinics
• Run monthly inactive client reports in Halaxy and coordinate re-engagement outreach
• Update the weekly KPI spreadsheet and send a Friday ops log summary
• Run monthly Mealzee CSV exports into Flodesk and send meal guides on request

Quality & Visibility

• Conduct monthly health directory checks (Google Business Profile, Dietitians Australia directory, practice website)
• Manage Flodesk resends to unopened recipients each week
• Maintain consistent, high-quality written communication that reflects the brand

Requirements

• Excellent written English — professional, warm, and grammatically accurate. This is the most critical requirement.
• Healthcare or wellness administrative experience — private practice setting strongly preferred
• Strong attention to detail — templates must be followed precisely; errors in client-facing communication are not acceptable
• Ability to work independently and proactively with minimal day-to-day supervision
• Strict discretion and confidentiality — you will handle sensitive clinical and personal client information. Confidential client details must never be entered into an AI system.
• Comfortable with technology; confident learning new platforms

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.