Job Description

• Location: Glen Iris, in our fun and vibrant head office
• Employment Type: Part-Time
• Hours: 4 hours per day
• Preferred Hours: Flexible, ideally between 9:00am – 3:00pm

At Hearth, we're driven by a simple but powerful purpose: to support people with disability to live their best lives, with services built on genuine understanding, high‑quality care support, and a commitment to long‑term, sustainable support outcomes.

• Live the life you want
• One Hearth is an integration of our unique Housing Solution (Hearth ownership), Allied Health services, Support Services provision and other innovations such as My Pathway
• To meet the growth in demand for Allied Health Services arising from our One Hearth model, we are hiring an Operations Coordinator on a part-time basis

Joining Hearth means becoming part of a purpose‑led organization that values compassion, professionalism, continuous learning, and real collaboration. Whether you're supporting participants directly, uplifting your team's capability or contributing your expertise behind the scenes, your work will make a tangible difference in people's everyday lives. We also enjoy having fun in the office - where you will be surrounded by dozens of smiling faces each week.

Our vision is clear and we have an energized, fun and super positive working environment. Come join us!

We take a fresh, innovative approach to disability support—one defined by participant‑centred care support, meaningful relationships, and a holistic team model that brings together support workers, Allied Health professionals, families, and participants to enable each person's goals.

We are seeking an organised and proactive Operations Coordinator to enhance our intake processes and provide operational support to our Allied Health team.

This role is central to delivering an exceptional participant experience, from initial enquiry through to service delivery, while supporting practitioners to maintain high-quality supports.

If you thrive in a fast-paced environment, enjoy coordinating workflows, and are passionate about making a meaningful difference in people’s lives, this could be the opportunity for you.

Participant Intake & Customer Experience

• Respond to new enquiries and service requests in a professional and timely manner.
• Provide a welcoming first point of contact for participants and families.
• Manage intake of new participants, liaising with internal teams and external stakeholders.
• Collect, maintain and accurately record required documentation and participant information.
• Act as the primary contact for current participants, addressing enquiries, concerns and feedback.
• Maintain participant contact and records within required timeframes.

Practitioner & Workflow Support

• Liaise with Allied Health practitioners to coordinate appointments and manage diaries.
• Monitor workloads and forecast demand to ensure smooth workflow.
• Maintain CRM systems (Nookal and Planner).
• Support Allied Health compliance and audit requirements.
• Contribute to workflow improvements aligned with Scope of Practice and team KPIs.

Administration & Reporting

• Develop and maintain service agreements.
• Complete administrative processes to ensure seamless service delivery and financial sustainability.
• Provide accurate, timely data and reports to support recruitment, strategy and service provision.
• Support the Finance team with invoicing and claims.
• Provide Behaviour Support practitioner administration support via PRODA. (uploading BSP's)

You will bring;

• Strong organisational and time management skills
• Excellent communication and stakeholder engagement abilities
• High attention to detail and accuracy
• Experience in administration, intake, scheduling or disability/healthcare/community services (desirable)
• Confidence using CRM systems and managing data
• A proactive mindset with the ability to anticipate workflow needs
• A genuine passion for supporting positive participant outcomes

Why Join Us?

• Flexible part-time hours
• Meaningful work supporting people to achieve their goals
• Collaborative and values-driven team environment
• Opportunity to contribute to continuous improvement and service excellence

About Hearth Founded in 2017 through the lived experience of our founder Justin and his son, Hearth has grown into a registered and audited NDIS provider delivering Support Work, Allied Health, Positive Behaviour Support, and Supported Independent Living across metropolitan Melbourne and regional Victoria.

If you are ready to play a key role in enhancing participant experience and supporting Allied Health service delivery, we would love to hear from you.

For confidential enquiries please feel free to call GM Allied Health, Cassie Kenyon, 0416 212 907