Administration Assistant

We are seeking an organized, proactive, and detail-oriented Administration Assistant to provide essential administrative support for our Healthy Business Community Programs. This role is key to ensuring that all participants, referrers, and stakeholders experience a positive and seamless journey from referral through to program completion. You'll be responsible for coordinating participant communication, managing referrals and data, and supporting the delivery of high-quality health and wellbeing programs. This is a fixed-term, part-time position (0.5 FTE) for a period of 12 months , working 20 hours per week. The salary for this position is negotiable and will be determined based on the successful candidates' qualifications and experience. The role may be based in Launceston or Hobart. Key Responsibilities Referral Management Review incoming referrals and identify missing information. Accept or decline referrals in line with program guidelines. Participant Coordination Contact participants via phone and schedule initial assessments. Assign participants to appropriate programs. Manage the completion of participant surveys (manual and email-based). Medical Clearance and Communication Send and follow up on GP medical clearance forms. Prepare and distribute confirmation reports and outcome letters to GPs, referrers, and participants. System Updates Create and maintain participant profiles. Update and track data in referral management software. Ensure all participant information is accurate and complete. Class Preparation Provide participants with class details and ensure readiness for program commencement. Coordinate completion of pre-program surveys. Internal Communication Liaise with Program Facilitators and Program Managers to support smooth program delivery. Facilities and Equipment Management Book suitable facilities for program sessions. Coordinate the purchase and distribution of program equipment and materials. About You You are highly organized and enjoy coordinating multiple priorities while maintaining strong attention to detail. You have excellent communication skills and can build positive relationships with a variety of stakeholders. You're comfortable using digital systems and thrive in a role where your efficiency and professionalism directly enhance the participant experience. Skills and Knowledge Required Minimum 1-2 years administration experience with a solid understanding of modern office administration practices. Ability to provide high quality administrative support in a client focused environment. Strong planning, prioritisation, and time-management skills. Well-developed interpersonal skills, including oral and written skills, appropriate to undertaking administration and general office duties in a health service environment. Sound knowledge and experience in the use of Microsoft Office (Word processing, Excel, Teams) and the ability to quickly become adept in the use of new software systems such as Monday.com. Basic familiarity with Monday.com or willingness to develop proficiency in project management software systems. Ability to build trust and work collaboratively with internal and external stakeholders. Who We Are Healthy Business is an Australian-based organisation that has been supporting workplaces and communities since 2000, helping people improve their health, safety and overall wellbeing. We work with a diverse range of clients, from small businesses to large enterprises, across metro and regional areas, and in both white- and blue-collar industries. We're driven by a simple purpose: to unlock each person's natural capacity for wellbeing. By empowering healthier habits, strengthening physical and mental health, and creating safer, more supportive environments, we help individuals, workplaces and communities thrive. Learn more about us: Why Join Us? Be part of a passionate team delivering programs that make a real impact in the community. Supportive and collaborative work environment. Opportunities for professional growth and development. How to Apply Submit your application via SEEK, including your resume and a brief cover letter outlining your suitability, relevant experience for the role. Applications Close 8 December 2025 – early applications are encouraged as shortlisting for this role will commence immediately. Be careful – Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad. #J-18808-Ljbffr