Administrative Assistant (009-0417)

Looking for Philippines-based candidates

Job Role: Administrative Assistant

Compensation range: $1,300 AUD - $1,600 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: We’re an allied health practice established in 2022. Our team of physiotherapists, occupational therapists, speech pathologists, psychologists, and exercise physiologists works together to support clients of all ages through personalised, evidence-based care. Whether it’s rebuilding strength after an injury, improving daily function, or navigating developmental or communication challenges, we meet clients where they are in their homes, in the community, or in the clinic and focus on practical progress that genuinely improves quality of life.

Role Overview: We’re looking for an experienced Administrative Assistant who can deliver reliable, high-quality support with a strong focus on control, accuracy, data security, and overall performance. This role requires someone who has already mastered the fundamentals, no juniors, no learning curve, and no training from scratch. We need someone who can step in, take ownership, and keep operations running smoothly from day one.

Key Responsibilities:

• Manage administrative tasks such as scheduling, inbox management, document preparation, and record-keeping with a high level of precision.
• Confirm client details, location/suburb, and availability during intake to facilitate efficient scheduling.
• Offer appointment options based on therapist location, travel feasibility, and existing bookings.
• Manage cancellations, reschedules, and follow-up calls to fill vacant slots promptly.
• Maintain an up-to-date calendar of mobile practitioners’ appointments across multiple suburbs.
• Ensure travel distances and time between appointments are realistic for each practitioner.
• Identify and propose alternative days/times if a practitioner cannot feasibly reach a client’s location.
• Proactively fill gaps in practitioners’ schedules due to cancellations, prioritising clients in the same area to reduce downtime.
• Capture client details, preferences, and availability accurately in the scheduling system.
• Maintain detailed notes on each appointment to support efficient handover and follow-ups.
• Maintain strong data security practices and handle sensitive information with strict confidentiality.
• Monitor workflows, ensure quality control, and flag issues proactively.
• Produce accurate reports, track deadlines, and support internal processes to maintain operational efficiency.
• Coordinate with internal teams and external partners in a timely, organized manner.
• Uphold consistency, structure, and quality in every aspect of administrative work.

Requirements

• Minimum 3-5 years of proven experience in customer service, appointment scheduling, or diary management (healthcare, allied health, or mobile services experience highly regarded).
• Proficiency with calendar/booking software (e.g.,Splose, Cliniko, Halaxy, or similar) and MS Office/Google
• Proficiency with office software, project management tools, and digital communication platforms.
• Strong background in managing information securely and maintaining confidential records.
• Demonstrated ability to operate with minimal supervision while maintaining high standards of accuracy and professionalism.
• Excellent organizational skills, attention to detail, and ability to prioritize effectively.
• Strong written and verbal communication skills.
• A performance-driven work ethic and commitment to quality control.
• Ability to work independently, think ahead, and make practical scheduling decisions.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)