Role Purpose

The Admin Lead at Territory Hands plays a key role in the smooth day-to-day running of the clinic. This is a hands-on, front-of-house role based at reception, combining excellent administrative skills with informal leadership and team support.

As part of the front desk admin team, the Admin Lead, models best practice admin processes, supports a consistently warm and professional client experience, and acts as a point of support and guidance for other admin staff. Leadership experience is valued, but strong admin experience and a willingness to lead by example are essential.

Key Responsibilities

1. Front Desk & Administrative Excellence

• Perform all reception and administrative duties, including:

  • Managing phone and email enquiries

  • Booking and coordinating appointments

  • Managing waitlists, recalls, and cancellations

  • Greeting clients and managing front-of-house flow

• Ensure accurate and timely data entry into practice management systems

• Support clinicians by managing day-to-day admin workflows

• Step in where needed to ensure smooth clinic operations

2. Admin Team Leadership & Support

• Lead a small admin team by example through consistent, high-quality admin practice

• Provide day-to-day guidance and support to admin team members

• Act as a point of contact for admin questions, problem-solving, and workflow support

• Assist with onboarding and training of new admin staff

• Support a positive, collaborative, and respectful admin team culture

• Escalate issues to the leadership team as required

3. Client Experience Management

• Ensure every client interaction reflects Territory Hands' values and commitment to care

• Support admin staff in managing sensitive or complex client conversations

• Help maintain a calm, welcoming, and professional reception environment

• Monitor client feedback and contribute ideas to improve client experience

• Assist with managing client concerns or complaints in a solution-focused way

4. Quality & Systems Support

• Follow and help maintain documented admin systems and procedures

• Identify opportunities to improve admin workflows and client-facing processes

• Support consistency and accuracy across admin tasks

• Assist with internal reviews, audits, or quality improvement initiatives as required

5. Workplace Health & Safety (OHS)

• Support safe work practices within the reception and admin team

• Follow and promote clinic OHS policies and procedures

• Assist with incident reporting and risk identification

• Help maintain a safe, organised, and well-functioning reception environment

Key Skills & Attributes

Essential:

· Previous experience in a medical or allied health administration role

· Minimum 3 years of experience in medical or allied health administration is required

· Strong understanding of reception and clinic admin workflows

· Excellent communication and interpersonal skills

· Strong organisational skills and attention to detail

· Confidence using practice management software and digital systems

· Experience with MS Office Suit, specifically Excel and Outlook.

· Experience with specific practice management software system as required by the clinic

· Current Australian driving license

· Australian work rights are required for this position

· Northern Territory Working with Childrens Card (Ochre Card)

Desirable:

· Experience supporting or leading a small admin team

· Experience assisting with training or onboarding admin staff

· Experience with Nookal Practice Software

Values Fit

This role suits someone who:

• Enjoys supporting others to do their best work

• Takes pride in creating smooth systems and great experiences

• Aligns with Territory Hands' values of integrity, teamwork, compassion, and quality care

Personal Attributes

· Approachable, calm, and solutions-focused

· Comfortable juggling tasks in a busy clinic environment

· Takes pride in providing excellent client service

· Enjoys supporting others and leading by example

· Reliable, adaptable, and professional

Why Join Territory Hands

· Be part of a supportive, values-driven team

· Play a key role in shaping client experience and clinic flow

· Opportunity to develop leadership skills over time

· Work in a collaborative and respectful environment

TO APPLY

Please complete the following steps:

Find out your personality type by completing this quiz and send us the result: 16 personalities. This is not to rule anyone out but rather help us get to know you a little more: https://www.16personalities.com/free-personality-test

We like to know about your learning style as this helps us understand how you learn best - do this quiz and send us the results: https://www.learning-styles-online.com/inventory/

Email your latest resume and cover letter along with the results requested above to ****@territoryhands.com.au

Applications close 2nd February, 2026