Virtual Assistant

We've been in the business of helping people move better, feel better, and live fuller lives since 2007. Newcastle Aquatic Physiotherapy (NAP) is a busy, heart-centred private health practice in Jesmond, NSW — with our own hydrotherapy pool, a passionate team of 15+, and a genuine commitment to exceptional client care.
When you walk into NAP, the first thing you notice is the energy. The laughter. The warmth. And we want the person supporting us from behind the scenes to feel that too — even from a distance.

We're looking for a Virtual Assistant
This is a remote, part-time role — approximately 15–20 hours per week, Monday to Friday during business hours (AEST). You'll work closely with our Operations Manager to keep the clinic running smoothly from wherever you are in the world.

Your four most important priorities will be:
• Managing our appointment diary in Cliniko with care and accuracy — including filling white space thoughtfully for our diverse client base
• Monitoring and following up ageing debts and NDIS invoices
• Being the warm, professional voice answering our emails (our clients are beautiful humans — many of them elderly, many with NDIS support needs — and they deserve someone who'll really look after them)
• Helping us show up on social media and our client newsletter— editing short videos in Canva or Clipchamp and scheduling content to our channels, writing a newsletter, helping format the practitioners blogs to include

There's more in the full position description, but these four are where we'll start. We'd rather do four things brilliantly than sixteen things so-so.

You're probably the right fit if you...
• Have experience in admin, reception, or customer service — especially in health or NDIS
• Know your way around Cliniko (or similar software) and Microsoft 365
• Have a warm, patient phone and written manner — and don't mind chatting through things slowly with clients who find technology tricky
• Can work independently without needing to be chased
• Have at least some experience with Canva or video editing, or are genuinely keen to learn
• Are reliable, discreet, and the kind of person who just gets things done
• Care about the work you do and the people you do it for

What we offer
• A genuinely lovely team who will support and communicate with you, not just hand you a to-do list
• Regular check-ins with our Director and Ops Manager
• A role that can grow as we grow — there's a lot of opportunity here for the right person
• The chance to be part of something that actually matters, for real people in our community

To Apply
We'd love to hear from you. Please send us:
• Your CV/resume
• A short cover letter telling us why NAP feels like the right fit for you
• A video response to the questions below:

? How would your friends describe you?
? Give us an example of how you've shown empathy to a colleague or client.
? What made you apply for this role?

Send applications to ---------- with the subject line: Virtual Assistant Application — [Your Name]

We review applications as they come in and will be in touch with shortlisted candidates within 7 business days. We can't wait to meet you.

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