Admin Assistant - Staffing, Intake & Client Care

About Able Minds ABA

Able Minds ABA is a growing healthcare organisation providing Applied Behavior Analysis (ABA) therapy and support services for children with autism and their families.

The team is looking for a warm, organised, and proactive Administrative Assistant to join their growing remote team. This person will initially support both the Staffing/Recruiting team and the Intake/Client Care team, while also assisting with general administrative and clerical responsibilities.

As the organisation grows, there may be an opportunity for the role to develop into a more specialised position within either Staffing/Recruiting or Intake/Client Care.

About the Role

This is a varied role that combines administration, coordination, communication, and people-facing responsibilities.

You will work with both internal staff and families, so the ability to communicate clearly, stay organised, and create a friendly and positive experience is extremely important.

We are looking for someone who doesn't simply wait to be told what to do — someone who notices what needs attention, takes ownership, and is happy to jump in wherever support is needed.

Key Responsibilities

Staffing & Recruiting Support

• Provide administrative support to the Staffing/Recruiting team.
• Assist with candidate coordination, communication, scheduling, and follow-ups.
• Help maintain accurate candidate information and records.
• Assist with recruitment-related documentation and administrative processes.

Intake & Client Care Support

• Provide administrative support to the Intake/Client Care team.
• Assist with coordinating information and follow-ups with families.
• Communicate professionally and warmly with families and internal staff.
• Help ensure information is accurately recorded and followed up on.

General Administration

• Assist with day-to-day clerical and administrative tasks.
• Maintain accurate records, spreadsheets, and documentation.
• Assist with scheduling and coordinating appointments or meetings.
• Manage follow-ups and ensure outstanding tasks are completed.
• Support different members of the team as required.
• Take on ad-hoc administrative tasks and projects.

Requirements

• Previous healthcare experience is required.
• ABA experience is not necessary and training can be provided.
• Excellent spoken and written English.
• Clear and professional communication that is easy for U.S.-based families and staff to understand.
• Strong organisational skills and attention to detail.
• Good communication and interpersonal skills.
• Comfortable handling both administrative and people-facing responsibilities.
• Strong computer literacy and comfortable learning new systems.
• Able to manage multiple priorities and follow through on tasks.
• Reliable, consistent, and able to work independently in a remote environment.
• A team-oriented attitude and willingness to support colleagues.

Personality & Culture Fit

Personality is extremely important for this role.

Able Minds ABA has a close-knit and collaborative team and is looking for someone who will contribute positively to that environment.

The ideal person is:

• Warm and friendly – someone people naturally feel comfortable speaking with.
• Kind and empathetic – particularly when communicating with families.
• Easy to talk to and approachable.
• Proactive – notices what needs to be done without always waiting for instructions.
• Reliable – follows through and can be trusted to get things done.
• Team-oriented – enjoys supporting colleagues and working collaboratively.
• Adaptable – comfortable switching between administrative and people-facing tasks.
• Long-term focused – looking to build something with a company rather than frequently moving between jobs.

Long-Term Opportunity

Able Minds ABA is looking for someone who wants to become a long-term member of the team.

This isn't intended to be a short-term stepping-stone role. The successful candidate will have the opportunity to learn the business, build relationships with the team, and potentially move into a more specialised role as the organisation grows.

Software & Systems

Experience with the following is required or highly beneficial:

• CentralReach
• Apploi

Experience with other healthcare, recruitment, CRM, scheduling, or administrative platforms would also be beneficial.