Bookkeeper & Virtual Assistant – Systems, Payroll & Operations

Bookkeeper & Virtual Assistant

Systems , Payroll & Operations

Full-Time | 38 hours per week
Employer: Undefeeted Podiatry
Pay Rate: $6 AUD per hour

About Undefeeted Podiatry

Undefeeted Podiatry is a growing healthcare business that values clarity, structure, accountability, and strong systems.

We are building a scalable clinic model that runs smoothly without chaos — and we are looking for the right person to help us do that.

About the Role

This is a true Bookkeeper + Virtual Assistant role, not a junior admin position.

You will be responsible for end-to-end bookkeeping, while also supporting the Director and the wider business through clinic inbox management, referrals intake, reporting, systems development, onboarding pathways, and documentation.

This role requires initiative, independence, and ownership.
If you need heavy guidance or constant direction, this role is not for you.

Core Responsibility: End-to-End Bookkeeping (Non-Negotiable)

You will fully own the bookkeeping function, including:
• Full bookkeeping from start to finish
• Account reconciliations and month-end processes
• Payroll processing, including bonus and incentive payments
• Superannuation and compliance support
• Coding Hubdoc receipts and invoices so they reconcile correctly in Xero
• Maintaining accurate, compliant financial records at all times


Virtual Assistant & Administrative Support
• Monitoring and managing business email inboxes
• Uploading and processing referrals accurately and promptly
• Ensuring referrals are correctly entered and actioned in Cliniko
• Clear, professional, and consistent communication via Slack


Spreadsheets, Data & Dashboards
• Building and maintaining spreadsheet and reporting infrastructure to support smooth business operations
• Creating and updating dashboards for key business metrics
• Ensuring data accuracy, validation, and usability
• Improving spreadsheets and reports over time (not just maintaining them)


Systems, SOPs & Handbook Ownership
• Creating, updating, and improving business systems and workflows
• Writing and maintaining SOPs (Standard Operating Procedures)
• Building and maintaining the master business handbook with all systems documented
• Ensuring systems are clear, scalable, and easy for tea ---------- mbers to follow


Onboarding Pathways (Ownership Required)
• Designing and maintaining onboarding pathways for new podiatrists and administrative staff
• Creating structured onboarding timelines (Day 1, Week 1, Month 1, probation period)
• Developing onboarding checklists, system access guides, and training resources
• Using screen recordings and written documentation to support independent learning


Executive & Meeting Support
• Supporting the Director with operational and administrative tasks
• Building slide decks and reports for monthly meetings using Canva base on director text
• Preparing summaries, dashboards, and supporting documentation

How You Work (Very Important)
• You work independently and take full ownership of outcomes
• You spot problems and fix them without being asked
• You follow tasks through to completion
• You communicate clearly and reliably
• If you require heavy guidance, this role will not be the right fit

Required Skills & Experience
• Proven experience in end-to-end bookkeeping, including payroll
• Experience managing bonus and incentive payments
• Strong experience with Xero and Hubdoc (must be able to code receipts correctly)
• Strong spreadsheet skills (Google Sheets / Excel)
• Comfortable managing inboxes and referrals
• Confident using Canva to build slide decks
• Ability to communicate clearly via Slack
• High level of initiative, accountability, and attention to detail

Experience in healthcare or allied health is an advantage, but not essential.

Employment Details
• Full-time role – 38 hours per week
• Pay rate: $6 AUD per hour
• Remote / virtual role

Recruitment Process

Only shortlisted applicants will be contacted.
Interviews will be conducted via Zoom.