Education Services Coordinator

About BFD Education

BFD Education provides practical, high-quality education for medical professionals, practice teams and healthcare organisations across Australia.

Through tailored workshops, billing audits, mentorship, webinars and educational resources, we help healthcare professionals strengthen their knowledge of Medicare billing, compliance, documentation and practice operations - ultimately to improve the health care provided to their patients . Our services are developed and delivered by experienced medical and industry professionals who understand the realities of working in healthcare.

About the Role

We are seeking an organised and proactive Education Services Coordinator to support the delivery of BFD Education’s tailored services, including private workshops, auditing, mentorship and other customised education engagements.

This client-facing role manages each engagement from initial enquiry through to delivery and post-service follow-up. Responsibilities include understanding client requirements, preparing proposals and supporting documents, coordinating presenters, auditors and mentors, managing schedules and logistics, and maintaining accurate records.

The position would suit an experienced practice manager, healthcare administrator, senior medical receptionist or team coordinator who understands medical practice operations and Medicare workflows and is looking for a flexible, part-time role.

Key Responsibilities

Client and Service Coordination

• Respond professionally and promptly to enquiries about workshops, auditing, mentorship and other education services.

• Gather information about each client’s team, systems, challenges and education priorities.

• Assist clients in identifying the most appropriate service, format and scope.

• Coordinate discovery meetings, needs assessments and audit scoping calls.

• Prepare proposals, quotations, service information and supporting documents using approved templates.

• Clearly communicate service inclusions, responsibilities, costs and timeframes.

• Maintain regular client communication throughout each engagement.

• Identify opportunities for additional education or follow-up support where appropriate.

Workshop Coordination

• Coordinate tailored online and face-to-face workshops from initial enquiry through to completion.

• Assist clients with selecting workshop formats, lengths and education topics.

• Liaise with presenters regarding availability, suitability and scheduling.

• Prepare workshop agendas and presenter briefing information.

• Coordinate calendar invitations, online meeting links, venues, audiovisual requirements, catering and onsite contacts.

• Monitor workshop milestones and follow up on outstanding information, approvals and payments.

• Coordinate presentation materials, attendance lists, recordings, resources and certificates or letters of attendance.

• Gather feedback and complete all post-workshop actions.

Audit Coordination

• Manage enquiries relating to Medicare billing audits and health checks.

• Coordinate scoping calls and collect the information required to determine an appropriate audit service.

• Liaise with clients regarding documentation, system access, confidentiality requirements and timeframes.

• Coordinate auditor availability, engagement documentation and client briefings.

• Track audit progress and follow up on outstanding actions.

• Coordinate the secure delivery of audit reports, findings, recommendations and associated education sessions.

• Escalate clinical, Medicare or compliance matters to the appropriate subject matter expert.

Mentorship Coordination

• Respond to enquiries about BFD Education’s mentorship services.

• Gather information about each participant’s role, objectives and areas requiring support.

• Assist with matching participants to an appropriate mentor.

• Coordinate introductory meetings, ongoing sessions and agreed program timeframes.

• Provide mentors with appropriate background information and clear engagement expectations.

• Monitor scheduling and administrative progress while maintaining participant confidentiality.

• Coordinate extensions, additional sessions or related education services where required.

Education Provider Support

• Liaise with presenters, auditors, mentors and subject matter experts regarding availability and suitability.

• Coordinate agreements, briefs, schedules and supporting documentation.

• Ensure each provider understands the agreed scope, client requirements and delivery timeframes.

• Arrange travel and accommodation for face-to-face engagements where required.

• Provide access to approved materials, templates and educational resources.

Administration and Continuous Improvement

• Maintain accurate client files, service records, trackers and internal systems.

• Track proposals, confirmed services, assigned providers, payments and outstanding actions.

• Coordinate invoicing, payment follow-up and resource dispatch with relevant team members.

• Manage orders for BFD Education books, quick-reference sheets and other resources.

• Identify recurring client needs, billing concerns and operational challenges.

• Assist with improving templates, checklists, procedures and client communications.

• Recommend practical improvements to service delivery and the overall client experience.

• Collaborate effectively with BFD Education’s Australian and offshore team members.

Selection Criteria

Essential

• Experience in a general practice, medical centre, specialist clinic or comparable healthcare environment.

• Sound understanding of medical practice operations and administrative workflows.

• Familiarity with Medicare billing processes and the responsibilities of clinical and administrative teams.

• Confidence communicating with doctors, practice managers, education providers and senior organisational representatives.

• Strong organisational, scheduling and time-management skills.

• Excellent written and verbal communication skills.

• Ability to coordinate multiple clients, deadlines and stakeholders.

• Strong attention to detail and commitment to maintaining accurate records.

• Professional discretion when handling confidential practice, billing and business information.

• Proficiency with digital systems for remote collaboration, scheduling, online meetings and document management.

• Ability to work independently, manage competing priorities and follow through on commitments.

• Current Australian residency and unrestricted working rights.

Desirable

• Previous experience as a practice manager, senior medical receptionist, healthcare administrator or clinical team coordinator.

• Experience coordinating education programs, workshops, audits, mentorship or healthcare events.

• Understanding of Medicare billing, documentation and compliance requirements.

• Experience preparing proposals, quotations, agendas and other client-facing documents.

• Experience coordinating presenters, auditors, mentors or healthcare professionals.

• Familiarity with Microsoft 365, Zoom, Dropbox, Asana or similar systems.

• Experience working with remote or offshore team members.

• Qualifications in business, healthcare administration, practice management or a related field, although these are not mandatory.

Key Attributes

The successful candidate will be:

• Proactive, organised and solution-focused.

• Professional and confident in client-facing situations.

• Approachable and able to build rapport with medical professionals and practice teams.

• Commercially aware and mindful of client experience and operational efficiency.

• Comfortable identifying gaps, recommending improvements and taking ownership of outcomes.

• Discreet and accountable when handling confidential information.

• Adaptable and comfortable working across varied education services.

• Committed to providing a consistently professional experience from initial enquiry through to completion.

What We Offer

• A flexible, remote role working 15 hours per week with the potential to increase hours or progress to Full time.

• The opportunity to work with healthcare professionals, practice teams and organisational leaders across Australia.

• Meaningful involvement in the development of BFD Education’s tailored services.

• Professional development through exposure to healthcare education and clinical-business operations.

• A varied and collaborative position within a growing national education organisation.