Practice & Contractor Administration Coordinator

About the role

The Practice & Contractor Administration Coordinator is responsible for the day-to-day administrative coordination of Inner You Development's contractor workforce, client administration, referral processing, billing, funding administration, practice systems and operational workflows. The role provides a central administrative point between the Director, contractors, clinicians, clients and relevant external stakeholders. The position is fundamentally an operations, administration and contractor-coordination role rather than a business-development position.

Key responsibilities

• Coordinate administrative onboarding of new contractors and practitioners, including issuing documentation, establishing practitioner profiles, collecting required documentation, confirming registrations, recording insurance and professional memberships, establishing billing information and diary availability, coordinating system access, and supporting orientation to administrative procedures

• Maintain an organised contractor compliance register covering professional registration, memberships, indemnity insurance, public liability insurance, Working with Children/Blue Card requirements, police checks, ABN information, funding-provider requirements, and contract documentation, following up outstanding or expiring documentation

• Coordinate incoming referrals from receipt through to allocation, including receiving referrals, checking information, identifying funding pathways, confirming documentation, entering referrals into systems, identifying clinician availability, liaising with clinicians, and tracking referrals that have not progressed

• Coordinate preparation, issue and maintenance of administrative client documentation including service agreements, fee documentation, funding information, consent documentation, and intake documentation

• Coordinate accurate and timely billing across relevant funding streams including private billing, NDIS invoicing, DVA/Open Arms, workers' compensation, and other approved funding arrangements

• Support financial administration through payment processing, monitoring outstanding invoices, identifying failed or overdue payments, reconciling payment information, and liaising with clients, contractors and funding bodies

• Support accurate administration of funded services including checking participant funding arrangements, maintaining funding information, monitoring service agreement requirements, supporting correct billing arrangements, and liaising with participants and Support Coordinators regarding administrative matters

• Maintain visibility of practitioner availability and capacity by monitoring clinician diaries, recording availability, identifying unfilled capacity, supporting referral allocation, and maintaining waitlists

• Provide regular administrative communication and follow-up with contractors regarding outstanding documentation, diary updates, referral administration, billing queries, service agreements, and compliance reminders

• Support effective operation of practice-management and administrative systems including Splose, Tyro Health, Xero, payment platforms, funding portals, and internal registers

• Support clients with non-clinical administrative matters including appointment administration, documentation, funding queries, invoice queries, service agreements, and referral processing

• Identify administrative issues that may affect practice performance including referral-processing delays, unallocated referrals, outstanding service agreements, missing contractor documentation, billing delays, and system inefficiencies, escalating material issues and recommending process improvements

About you

• Strong administration and organisational skills

• High attention to detail

• Ability to manage competing deadlines

• Strong written and verbal communication

• Confidence communicating with clinicians, contractors, clients and external organisations

• Ability to follow structured procedures

• Strong record-management skills

• Ability to identify administrative risks and escalate appropriately

• Ability to work independently

• Professional discretion and confidentiality

• Competence using digital practice-management and financial systems

• Desirable: Experience in allied health administration, mental health administration, medical practice administration, NDIS administration, contractor workforce administration, practice management, healthcare billing, accounts administration, workers' compensation, DVA/veteran services, Splose or comparable practice-management software, Tyro Health, or Xero

About us

Inner You Development (IYD) is a growing multidisciplinary mental health and allied health practice supporting children, adolescents, adults, couples and families. Our multidisciplinary team includes clinicians and practitioners across psychology, social work, counselling, occupational therapy, speech pathology, dietetics, nursing/service navigation and associated therapeutic services.