Administrative Assistant
About the Role
We're looking for a proactive, highly organised, and experienced Administrative Assistant to join our team. This is a remote role, but we are seeking someone based in the Geelong or Melbourne area, as occasional in-person tasks may arise and local knowledge is beneficial when liaising with clients and community organisations.
This is a highly autonomous position best suited to someone with a strong background in allied health or counselling practice administration, who is confident working independently, managing competing priorities, and navigating sensitive client information with care and professionalism.
What Makes This Role Special
Be part of a non-traditional practice that uses movement-based therapy to support teens and young people in the Geelong region. This is a chance to do meaningful work, contribute to a growing organisation, and shape your role with real autonomy and purpose!
About Shake Counselling
Shake Counselling is a non-traditional, NDIS-registered counselling service supporting teens and young people across the Geelong region. We work with both NDIS participants and private referrals, offering a unique, movement-based approach to therapy that incorporates body-based practices, as well as principles from ACT (Acceptance and Commitment Therapy) and DBT (Dialectical Behaviour Therapy).
Our diverse and dynamic team includes both counsellors and peer mentors, who work collaboratively to support young people in navigating life's challenges. In addition to one-on-one counselling and mentoring, we also deliver school-based workshops and group programs that focus on emotional regulation, self-awareness, and mental wellbeing.
Shake Counselling is grounded in flexibility, creativity, and inclusion — our approach meets young people where they're at, helping them build tools for life in ways that feel accessible, empowering, and genuinely supportive.
Key Responsibilities
Client & Practice Management
- Manage client intake processes and documentation
- Respond to enquiries with professionalism, empathy, and confidentiality
- Maintain client records using Splose (or similar practice management software)
- Liaise with NDIS clients, plan managers, and support coordinators
NDIS & Compliance Administration
- Manage service agreements and client bookings
- Ensure compliance with NDIS invoicing and documentation standards
- Maintain accurate and secure records
Diary & Appointment Management
- Coordinate calendars for counsellors and peer mentors
- Manage appointments, bookings, and schedule changes
- Communicate clearly with clients and team members
Bookkeeping & Financial Admin
- Invoice clients and reconcile accounts in Xero
- Process payroll and assist with financial reporting
- Support general bookkeeping and liaise with external bookkeepers if needed
Operational & General Admin
- Assist with reporting, compliance, and process improvement
- Support internal communications and occasional team admin
- Provide ad hoc support to the Director
Social Media & Content
- Assist with managing social media channels
- Support content creation and scheduling for posts
- Help develop communications that align with Shake Counselling's values and brand
What We're Looking For
Proven Experience
Admin roles within allied health, counselling, or similar settings
NDIS Knowledge
Solid understanding of NDIS administration, including service bookings and invoicing
Xero Proficiency
Experience with Xero for invoicing, reconciliation, and payroll
Practice Management Software
Familiarity with Splose or other practice management software
Technical Skills
High-level computer literacy across Google Workspace and digital admin tools
Communication
Excellent communication and client service skills
Confidentiality
Ability to handle sensitive and confidential information appropriately
Independence
Self-starter who can work independently without day-to-day supervision
Home Office Setup
Reliable internet and secure workspace
What We Offer
Flexible Working
Part-time or casual, negotiable hours that work for you
Remote-First
Work from home with some optional in-person work in Geelong
Inclusive Culture
Supportive, inclusive, and purpose-led team environment
Meaningful Impact
Be part of a non-traditional, movement-based mental health practice
Growth & Development
Room to shape and grow your role with ongoing learning opportunities
Community Impact
Meaningful work with impact in the Geelong community
How to Apply
Ready to join our team?
Please send your resume and a brief cover letter outlining your experience and interest in the role to:
Attn: Jaxsyn Scholes
Application Deadline
Applications close: 15th October
We will be reviewing applications on a rolling basis, so early submissions are encouraged.