Data & Reporting Administrator

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: TYPE OF WORK

Full Time

: SALARY

To be discussed based on experience - st

: HOURS PER WEEK

43

: DATE UPDATED

Sep 11, 2026

JOB OVERVIEW

Position: Data & Reporting Administrator
Location: Remote
Hours: Full time must be available to log on each day Monday to Friday (7am-4pm AEST) and Saturday (8am-11am AEST). Approximately 43 hours each work week.
Pay: To be discussed based on experience - starting 4.5 USD per hour

About Us:
Move Sports Physiotherapy & Pilates is a growing, innovative physiotherapy and health business based in Geelong, Victoria. We provide physiotherapy, Pilates, strength classes, and exercise physiology services to help our clients move freely, build strength, and live healthier lives.
We are seeking a proactive and highly organised Data & Reporting Administrator to support our administrative, financial, reporting and lead management systems. This is a long-term role with strong job stability and ongoing opportunities for skill development and progression within the business. The role requires someone who is proactive, organised, systematic and tech-savvy.

Your Responsibilities:
Administrative & Operational Support:
- Data Entry into Cliniko, Google Drive documents and spreadsheets
- Maintain and update clinician spreadsheets and performance reports
- Manage referral and clinician contact databases
- Input new client information into relevant practice software
- Follow up on missing patient information
- Assist with transferring data from other booking platforms such as Xoda into Cliniko
- General administrative tasks as required
- Updating standard operating procedures as required.
- Load outcome measures and videos in Physitrack.
- Keep NDIS, group program and strength and balance cases current.
- Review the Cliniko timetable and advise management of anomalies or issues.

Finance Support:
- Reconcile class attendance in Ciniko against Xoda creating invoices for class attendees
- Review of payment methods in Xoda for attendees of classes to receipt relevant invoices appropriately
- Preparing invoices for late cancellations or clients who do not attend appointments.
- Sending settled invoices to clients for private health insurance purposes.
- Sending outstanding invoices to clients or relevant funding bodies for payment.
- Flagging anomalies or errors with management.
- Ensuring billing details for clients are correct in Cliniko.
- Flagging overdue debts.
- Other financial duties as required.

Lead Management & Booking Support:
- Manage new enquiries and data entry into Cliniko
- Support lead management in Go High Level/ACR365 and Xoda (training provided if needed)
- Assist with CRM workflows, follow-ups and data tracking

Essential Requirements:
- Strong organisational skills and attention to detail
- Able to work independently and follow Standard Operating Procedures (either written or video)
- Reliable and high-speed internet connection
- Back up electricity and internet capability to remain online during unforeseen circumstances
- Daily availability Monday–Saturday
- Excellent written and spoken English
- Proficient with Microsoft Office or Google equivalent, with the ability to use pivot tables, formulas, conditional formatting, filters, find/replace and other functions
- Proficiency in Slack or equivalent to effectively communicate and collaborate with the team
- Ability to learn and use software, including Google Workspace applications, Xoda, Cliniko, Allie, Physitrack
- Strong understanding of basic finance processes within a business, such as invoicing, receipt and credit notes.

Desirable (Not Required):
- Experience Go High Level/ACR365, or similar customer relationship management systems
- Knowledge of Australian medical or health industry and systems
- Bookkeeping, account receivable or accounting experience

Why Join Us:
- Long-term, stable role in a growing health business
- Flexible hours beyond core daily tasks
- Supportive, friendly Australian team
- Structured onboarding and training
- Room to grow into more advanced responsibilities and higher pay
- Opportunities to build skills across operations, finance, and systems
- Meaningful work supporting a clinic that makes a genuine impact

How to Apply:
If you believe you are suitable for our Data and Reporting Administrator role, please apply.

Applicants must include the following when applying:
- Resume
- A short introduction about them and why they are suitable for the role
- Relevant software/technical experience
- Your availability and expected hourly rate

Successful applicants will continue to the next stage, to participate in a Zoom video interview and assessments.

SKILL REQUIREMENT

Accounts Receivable Data Analytics Data Entry

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Data & Reporting Administrator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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