Clinic Coordinator

Wakai Waian Healing (WWH)

 At its core WWH acknowledges that Aboriginal and Torres Strait Islander people and their cultures have great strengths that promote healing. While WWH provides generalist services to the wider community, WWH as a primary focus provides specialist services focusing on the promotion of the mental health/social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples. Further information on WWW can be found at www.wakai-waian.com.au.

Role Purpose

This position reports to the Service Delivery Team Leader and is responsible for coordinating and booking clinics across all Wakai Waian Healing sites, ensuring clinics are fully prescribed and that relationships with stakeholders and consumers are strengthened.

The Clinic Coordinator (CC) will centralise clinic scheduling, manage follow-up and referral pathways, reduce administrative burden on clinicians, support timely first appointments, and maintain accurate site-level performance data to improve consumer engagement and service efficiency

Role Expected Tasks

• Act as the central coordinator for scheduled clinics across allocated sites, ensuring clinics are fully prescribed and capacity is optimised.

• Manage appointment booking and confirmations for allocated clinicians; rebook appointments at end of sessions where clinician preference permits.

• Conduct outbound follow-up for missed appointments and "undecided" referrals to reduce disengagement.

• Maintain and audit clinic trackers, Power Diary/Zanda Calendar entries and consumer metrics to provide timely site-level performance data.

• Coordinate clinic logistics including room bookings, equipment needs and liaison with local reception staff or partner organisations.

• Build and maintain clinician-specific profiles covering availability, booking preferences and clinical focus areas to support efficient scheduling.

• Facilitate handovers and caseload triage with clinicians to ensure first appointments occur within agreed timeframes.

• Participate in clinic-level continuous improvement activities and report suggestions to the Service Practice Manager.

Position Expected Skills

• Proven coordination and organisational skills with experience managing multi-site schedules or clinic workflows.

• Ability to communicate effectively with clinicians, reception staff and external

• partners to negotiate scheduling and manage consumer follow-ups.

• Capacity to interpret basic clinic performance metrics and escalate trends or bottlenecks.

• Ability to work collaboratively with local site reception teams and community allies to support clinic coordination, outreach and culturally appropriate engagement.

• Proficiency with Power Diary/Zanda or equivalent clinic booking platforms; willingness to provide system administration support.

• Basic data reporting skills (Excel; ability to produce weekly utilisation and no-show reports).

• Studying or completion of a formal mental health qualification would be highly desirable.

• Awareness of Aboriginal and Torres Strait Islander culture within Australia's history, knowledge of cultural sensitivities and current issues affecting the lives of Aboriginal people in conjunction with a willingness to incorporate Aboriginal and Torres Strait Islander values into clinical practice and service delivery.

Personal attributes

Successful applicants are expected to possess the following;

• Demonstrated decision-making and prioritisation skills; proactive and calm under pressure.

• Strong team-player who can builds professional and positive relationships with clinicians and local partners.

• Professional maturity, high attention to detail and a commitment to follow-through.

• Excellent engagement skills with a proven ability to build collaborative relationships with a wide range of internal and external partners and stakeholders.

• Ability to work within an environment requiring cultural sensitivity.

• The qualities of energy, initiative, commitment to teamwork and collaboration and respect for others.

• Ability to work well in a flexible, emerging environment and deliver innovative outcomes.

• Good self-care practices and stress management skills to enable maintenance of personal mental health/social and emotional wellbeing and resilience.

• Willingness to be accountable and take a proactive approach to work health and safety, specifically taking responsibility for the health and safety of self and others; and

• Passion about enhancing the mental health/social and emotional wellbeing of Aboriginal and Torres Strait Islander peoples

Additional Information

•  Appointment to this position requires proof of qualification and/or registration with the appropriate registration authority, including any necessary endorsements, to be provided to the employing service prior to the commencement of duty.

•  This role will require the applicant to hold and maintain a relevant Driver’s License, Working with Children Blue Card and a NDIS Disability Worker Screen Yellow Card and undertake a Criminal History check. 

•  Pre-employment screening, including criminal history and discipline history checks, may be undertaken on persons recommended for employment.

•  Applicants may be required to disclose any pre-existing illness or injury which may impact on their ability to perform the role.

• Candidates must provide certified copies of requested proof of identity documents for the purposes of general Criminal history and National Police Certificate checks; and

•  Relevant to the position, participate in the ongoing education, implementation, monitoring and evaluation of safety and quality initiatives relevant to The National Standards for Mental Health Services and the Human Services Quality Standards.

Please apply online or send your Resume/CV and Cover Letter by 4.30pm Monday 10th November to Workforce Lead Rosalyn Mann on 0484 292 612 email workforcelead@wakai-waian.com.au
Website: www.wakai-waian.com.au