Airtable Specialist & Systems Builder

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TYPE OF WORK

Any

SALARY

$5 to $10 per hour

HOURS PER WEEK

38

DATE UPDATED

Jul 1, 2026

JOB OVERVIEW

ABOUT RELATIONAL MINDS

Relational Minds is an Australian child and family mental health organisation delivering relationship-focused, evidence-informed programs to parents, children, educators, and leaders. Our philosophy is grounded in relationship-first approaches, compassionate communication, and trauma-informed, evidence-based practice.

THE OPERATIONAL CONTEXT

We coordinate complex assessment and treatment pathways involving multiple clinicians and strict timelines. Our Family Experience Team ensures every family's journey is organised, visible, and followed through.

We are transitioning from spreadsheet-based tracking to a modern relationship management system built on Airtable. Airtable will be our central system for managing family journeys, lifecycle stages, and service coordination, connected to our practice management system so family and appointment data flows through automatically. You will be the person who builds it, connects it, and looks after it.

THE ROLE

You will be our Airtable specialist and the technical backbone of our Customer Experience team. The role has three core parts.

First, you will design and build our Airtable system from the ground up so it maps our family journey and keeps every family organised, visible, and on schedule.

Second, you will build and own the connection between our practice management system, Halaxy, and Airtable, using Halaxy's API so that family and appointment information syncs across automatically and nothing has to be entered twice.

Third, you will teach our Customer Experience team to use the system confidently, so it becomes something the whole team relies on rather than something only you understand.

This is a long-term, senior role. Once the system is live, you do not step back. You stay on as a senior member of the CX team and the technical partner to the Customer Experience Manager: keeping the system healthy, improving it as we grow, maintaining the integration, and helping coordinate the family journey within it. You will be the person the team turns to when they need the system to do something new.

You will report to the Customer Experience Manager and work alongside them as their technical counterpart.

WHY WORK WITH US
• Values: We value kindness, clarity, and reliable teamwork.
• Culture: We offer a calm, respectful, emotionally intelligent work environment.
• Leadership: You will work with supportive Australian leadership that values initiative and good judgement.
• Growth: This is a meaningful long-term role where you will help shape how our systems evolve as the organisation grows.

KEY RESPONSIBILITIES
• Build and configure the Airtable system
Design and set up our bases, tables, linked records, views, interfaces, and automations to map the family journey from intake through assessment, treatment blocks, and follow-up.
• Build and own the Halaxy integration
Connect Halaxy to Airtable through Halaxy's API (directly or via a tool such as Make), so family and appointment data syncs automatically. Own this integration on an ongoing basis, monitoring it and fixing it when it needs attention.
• Train and enable the CX team
Teach the team to use the system confidently, create clear written guides, and provide ongoing support as the system evolves.
• Maintain data integrity
Keep Airtable as the central "source of truth" for family records, service stages, and communication history, and keep it in sync with Halaxy.
• Improve the system over time
Refine fields, views, tags, linked records, automations, and the integration so the team can always see where attention is needed.
• Coordinate the family journey
Track each family's progress, monitor clinician and administrative timelines, and follow up when deadlines are approaching or overdue.
• Risk identification
Identify delays, missing information, or stalled cases and escalate to the Customer Experience Manager.
• Documentation coordination
Ensure consents, reports, and key documents are correctly linked and stored within our Microsoft 365 environment.

REQUIRED SKILLS AND EXPERIENCE
• Airtable build experience (essential)
Proven experience designing and building Airtable systems, not just using them: bases, tables, linked records, views, interfaces, and automations. You should be comfortable building a system from scratch.
• API integration experience (essential)
Demonstrated experience connecting two systems through an API, whether directly or through a tool such as Make, Zapier, or n8n. You will be building and maintaining the link between Halaxy and Airtable, so this is core to the role.
• Ability to teach and explain (essential)
Excellent spoken and written English, with a demonstrated ability to train non-technical teams and explain systems clearly, patiently, and simply. You will be teaching our team, so this is not optional.
• Structured data management
Experience maintaining accurate records and ensuring systems stay clean and reliable.
• Responsible handling of sensitive data
Awareness of how to handle confidential information carefully. You will be working with health-related data, so discretion and good judgement matter.
• Experience working with Australian companies
Understanding of Australian professional expectations and communication style.

HIGHLY REGARDED
• Experience in Australian healthcare, allied health, or NDIS-related services
• Experience integrating with practice management or health systems, or with FHIR-based APIs
• Experience implementing database or CRM systems during organisational growth
• Background in operations coordination, client success, or service delivery

WHAT THIS ROLE IS NOT
• Not a general Virtual Assistant role
• Not a passive data-entry position
• Not a call centre role

You will build the system, connect it to Halaxy, teach the team, and stay on as the senior technical partner who keeps it all running.

WORK DETAILS
• Remote position (work from home)
• Full-time, long-term role
• Work aligned with Australian Eastern Standard Time (AEST) business hours
• Direct collaboration with an Australian leadership team

HOW TO APPLY

Please include in your application:
• A summary of Airtable systems you have built, ideally with a link or screenshots of a base you designed
• An example of an integration you have built between two systems, what tools you used, and how you kept it reliable
• An example of a time you taught a team or an individual to use a system, and how you made it easy for them
• Your experience working with Australian companies

Shortlisted candidates will complete a short practical task: build a simple client-journey base in Airtable and record a brief walkthrough explaining how it works and how you would approach connecting it to another system through an API. This lets us see your build skill, your integration thinking, and your ability to teach, all at once.

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SKILL REQUIREMENT
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