Scheduling and Service Coordinator

Help Change the World of Work for People with Disabilities

Ability Advocates Australia is a growing and purpose-driven organisation committed to creating opportunities for people with disabilities through disability services, allied health, advocacy, employment pathways, traineeships and inclusive workplace solutions.

As we continue to expand, we are seeking an experienced Scheduling & Service Coordinator to become a key operational member of our team.

This role is ideal for someone who loves creating order from complexity, enjoys working in a fast-paced environment, and takes pride in ensuring clients, staff and programs run smoothly every day.

The Opportunity

This is a critical operational role that sits at the heart of the organisation.

You will coordinate the flow of services from referral and intake through to scheduling, service delivery and invoicing readiness, ensuring clients receive timely, consistent and high-quality support.

Working across disability services, allied health programs, employment supports and traineeship initiatives, you will be responsible for maintaining efficient systems, accurate records and responsive scheduling processes that support both client outcomes and organisational performance.

No two days are the same. One moment you may be coordinating allied health appointments, the next you may be onboarding a new participant, resolving a scheduling conflict, supporting a traineeship program, or ensuring documentation is complete for service commencement.

Key Responsibilities

Scheduling & Service Coordination

• Coordinate bookings and schedules across NDIS, Allied Health, Employment and Training programs
• Manage staff availability, rosters and service bookings
• Respond to cancellations, schedule changes and urgent service requests
• Ensure continuity of support and minimise disruption to service delivery
• Escalate scheduling issues, service gaps and operational risks as required
• Maintain accurate program calendars and service schedules

Client Onboarding & Service Setup

• Establish new clients and participants within organisational systems
• Coordinate service commencement and initial bookings
• Maintain accurate client records and scheduling information
• Ensure bookings align with approved supports and program requirements
• Liaise professionally with participants, families, staff and stakeholders

Employment Programs & Traineeships

• Coordinate workshops, group programs, traineeships and placement activities
• Track attendance and participant engagement
• Maintain scheduling records and program information
• Support program teams to ensure smooth delivery of activities

Administration & Client Records

• Manage client files and operational records
• Upload and maintain service agreements, consents and intake documentation
• Ensure records remain accurate, compliant and audit-ready
• Identify and resolve data discrepancies and administrative issues

Office Operations

• Coordinate meeting rooms, therapy rooms and shared facilities
• Support reception and office administration functions
• Help maintain a professional, organised and welcoming office environment
• Monitor operational requirements and escalate issues where required

Scheduling, Finance & Systems Support

• Ensure service bookings accurately reflect services delivered
• Support accurate invoicing through complete and timely scheduling information
• Assist with operational reporting and data integrity
• Work closely with leadership to improve systems and service coordination activities

About You

We are looking for a highly organised professional who can confidently manage competing priorities while maintaining exceptional attention to detail.

You will bring a proactive attitude, strong problem-solving skills and a genuine commitment to providing outstanding service.

Essential Skills & Experience

• Experience in scheduling, rostering, coordination or administration
• Strong organisational and time-management skills
• Excellent attention to detail
• Ability to manage multiple tasks and priorities simultaneously
• Professional communication and stakeholder engagement skills
• Strong Microsoft Office and systems capability
• Ability to work independently while contributing positively to a team environment

Highly Desirable

• Experience within NDIS, disability, allied health or community services
• Experience using CRM, rostering or scheduling systems
• Exposure to employment services, traineeships or workforce development programs
• Understanding of service delivery environments where multiple stakeholders are involved

Why Join Ability Advocates?

Meaningful Work

Every day you will contribute to improving opportunities and outcomes for people with disabilities.

Diverse and Varied Role

Work across disability services, employment programs, traineeships, allied health and community initiatives.

Career Growth

Join an organisation experiencing significant growth with opportunities to develop your skills and build your career.

Supportive Team Culture

Work alongside passionate professionals committed to quality, inclusion and innovation.

Modern Parramatta Location

Be part of an organisation making a genuine difference across Western Sydney and beyond.

Salary & Benefits

• $78,000 – $88,000 plus Superannuation
• Professional development opportunities
• Career progression pathways
• Supportive and collaborative team environment
• Opportunity to contribute to meaningful social impact

Apply Now

To apply, please submit:

• Your resume
• A brief cover letter outlining your experience and suitability for the role

Applications will be assessed as received.

Ability Advocates Australia is committed to creating an inclusive workplace and encourages applications from people of all backgrounds, including people with disability, First Nations peoples and culturally diverse communities.