Virtual Operations & Administrative Assistant

About Us
We are a growing physiotherapy and allied health clinic based in Australia. Our team is passionate about delivering high-quality care, strong communication, and an exceptional client experience.

We are looking for a reliable, detail-oriented Virtual Administrative Assistant to become a valued part of our team. This is not just a task-based role — we are looking for someone who wants to grow with us long term.

About the Role
This is a part-time remote position to begin with (approx. 10 hours per week), with the potential to increase hours as the role develops.

You will work closely with the clinic director and team to support daily administrative operations and ensure our systems run smoothly.

Key Responsibilities
- Managing and updating Google Sheets (tracking data, reports, KPI dashboards)
- Accurate data entry
- Email management (responding to enquiries, organising inbox)
- Sending letters and reports to clients and referrers
- Assisting with administrative workflows inside our Practice Management System (training provided)
- General virtual receptionist tasks
- Supporting process improvement and organisation

Essential Skills & Experience
- Strong proficiency in Google Sheets
- Experience with Xero (desired)
- Excellent written English communication skills
- High attention to detail
- Organised and process-driven
- Able to follow systems but also think independently
- Reliable internet connection and quiet working environment

Desirable Skills & Experience
- Experience managing or scheduling social media content (Instagram, Facebook, LinkedIn)
- Basic content creation skills (Canva graphics, captions, simple reels editing)
- Experience updating websites (WordPress, Wix, Squarespace or similar platforms)
- Understanding of basic SEO principles
- Experience with email marketing platforms (Mailchimp, ActiveCampaign or similar)
- Ability to draft simple marketing emails or newsletters
- Experience in healthcare, allied health, or medical administration
- Familiarity with CRM or Practice Management Systems
- Basic reporting on marketing metrics (engagement, open rates, website traffic)

Availability
- You must be available to work between the hours of 9 am - 11 am AEST initially, Monday to Friday

Personal Qualities We’re Looking For
- Professional and warm communication style
- Takes ownership of tasks
- Proactive rather than reactive
- Honest and trustworthy
- Wants to be part of a team (not just complete tasks)
- Open to learning healthcare systems and terminology

We value team culture highly. Even though this is a remote role, you will be treated as an important part of our clinic team.

Growth Opportunity
- We are growing, and as the clinic expands, this role has the potential to increase in hours and responsibility.
- If you are looking for stability, long-term work, and a supportive team environment, we would love to hear from you.
- As the role develops, there may be opportunities to take ownership of social media coordination, website updates, and basic marketing initiatives.

APPLICATION:

Please include:
- A short paragraph about why you would be a good fit for this role
- Your experience with Google Sheets (please describe specific functions you have used)
- Your experience with Xero reconciliation
The word “ASTUTE” at the top of your application