Administration Officer (Mental Health)

Who We Are: At Hunt St, we help Australian companies directly hire top 5% remote talent in the Philippines. You will be hired directly by the client, typically as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote, so you'll be able to work from home.

Who The Client Is: A values-driven, multidisciplinary mental health provider dedicated to supporting individuals whose wellbeing significantly impacts their daily lives, work, and overall quality of living. The team delivers coordinated and person-centred care across a range of referral pathways, with a strong emphasis on consistency, quality service, and meaningful outcomes for every client. As the organization continues to expand, it is strengthening its remote support capabilities to enhance operational efficiency and provide seamless administrative support to its growing clinical team.

About the role: We are looking for a highly reliable and detail-oriented Administration Officer to support the day-to-day operations of our clinic. This role is critical in ensuring referrals, documentation, and patient records are processed accurately and efficiently. You will play a key role in removing administrative bottlenecks and creating a smooth, organised experience for both the clinical team and patients.

Key Responsibilities:

• Manage and process incoming referrals with a high level of accuracy
• Review documentation and identify missing or incomplete information
• Upload and maintain patient records in Halaxy (practice management system)
• Manage referral management via our CRM through HubSpot
• Contact patients/refers/others via DialPad
• Organise and maintain digital files in a structured and consistent way
• Support inbox and general administrative coordination tasks
• Follow SOPs and workflows to ensure consistency across all tasks
• Identify opportunities to improve processes and reduce inefficiencies
• Maintain strict confidentiality when handling sensitive patient information

What success looks like in this role:

• Referrals are processed accurately and promptly with minimal follow-up required
• Patient records are organised, complete, and up to date
• Administrative tasks are completed consistently and on time
• You proactively identify errors, gaps, or inefficiencies and flag them early
• You operate with a high level of professionalism and confidentiality at all times

Requirements

• Proven experience in administrative or back-office support roles
• Exceptional attention to detail and accuracy
• Strong written English and clear communication skills
• Ability to follow structured processes and SOPs independently
• Strong organisational and time management skills
• High level of reliability and accountability in a remote environment
• Confidence using systems and learning new tools quickly

Highly Regarded (Not Essential):

• Experience in healthcare or medical administration
• Familiarity with practice management systems (e.g. Halaxy / Dialpad / HubSpot)
• Experience working with Australian clients or systems

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as 'Employer of Record (EOR)')