Legal & Medical Case Coordination Virtual Assistant

Position Description

(Virtual) Legal & Medical Administrative Assistant

Location: Remote (Philippines)

Employment Type: Ongoing Contract (Part-Time, with opportunity to increase hours)

Hours: Approximately 40 hours per week initially

Time Zone: Australian Eastern Standard Time (preferred)

About the Role

We are seeking a highly organised, proactive and detail-oriented Legal & Medical Administrative Assistant to provide comprehensive administrative, case coordination and document preparation support across complex client matters.
This is not a traditional virtual assistant role. You will become the central point of coordination for matters involving healthcare providers, legal representatives, government agencies, insurers and community organisations. You will manage day-to-day administration, coordinate stakeholders, prepare professional documentation, track deadlines and ensure matters progress efficiently.

A key component of this role involves supporting clients through legal and administrative appeal processes. You will assist in preparing appeal documentation, organising supporting evidence, maintaining comprehensive case files and ensuring submissions are complete, accurate and lodged within required timeframes. While you will assist with drafting and document preparation, all final legal and professional decisions will remain with the supervising professional.
The successful candidate will be capable of working independently, anticipating needs, solving problems proactively and producing work of a consistently high professional standard.

Resilience & Professional Boundaries

This role involves supporting clients who may experience complex mental health conditions, including trauma-related presentations. At times, interactions may involve heightened emotions, frustration or challenging communication.

The successful candidate will demonstrate:

- Emotional resilience and the ability to remain calm and professional under pressure.
- Strong interpersonal skills and the ability to communicate respectfully and effectively in challenging situations.
- The confidence to maintain professional boundaries while providing compassionate, client-centred support.
- Excellent problem-solving skills and the ability to de-escalate conversations through clear, calm and respectful communication.
- The ability to remain organised and focused when managing sensitive or high-pressure matters.
- A commitment to treating all clients with dignity, empathy and professionalism, while recognising when to seek guidance or escalate concerns appropriately.
- Experience working with clients experiencing trauma, PTSD, mental health conditions, or within healthcare, legal, veterans' services, disability, or community services will be highly regarded.

Key Responsibilities

Executive & Administrative Support

- Manage calendars, appointments and scheduling.
- Coordinate meetings with clients, healthcare providers, legal representatives and external stakeholders.
- Manage email correspondence and inbox organisation where delegated.
- Prepare agendas, meeting minutes and action registers.
- Maintain digital filing systems and ensure document version control.
- Prepare and submit administrative forms and applications.
- Develop and improve administrative systems and workflows.
- Assist with general business administration as required.

Case Coordination

- Coordinate complex client matters involving multiple stakeholders.
- Liaise with healthcare professionals, allied health providers, government departments, insurers and legal representatives.
- Monitor outstanding reports, referrals and assessments.
- Follow up practitioners regarding outstanding documentation.
- Maintain detailed case timelines and evidence registers.
- Track review dates, tribunal deadlines and key milestones.
- Identify risks, delays and outstanding actions requiring escalation.
- Ensure all case documentation remains organised, current and audit-ready.

Legal Appeals & Case Support

- Assist in preparing legal and administrative appeal documentation.
- Compile, organise and index supporting evidence for appeals and reviews.
- Prepare document bundles and supporting schedules for submission.
- Maintain detailed chronologies and timelines of key events.
- Monitor appeal deadlines and ensure all documentation is prepared on time.
- Liaise with client, legal representatives and practitioners to obtain supporting documentation.
- Assist in drafting correspondence relating to appeal matters.
- Prepare case summaries and briefing documents for review.
- Maintain confidential records relating to legal and administrative proceedings.

Document Preparation & Professional Writing

- Prepare first drafts of professional reports, submissions and correspondence.
- Draft letters to healthcare providers, government departments, insurers and legal representatives.
- Compile evidence into structured reports and case summaries.
- Develop chronological timelines of significant events.
- Prepare executive summaries and briefing documents.
- Edit, proofread and professionally format documentation.
- Convert meeting notes, voice recordings and handwritten notes into polished documents.
- Conduct research to support document preparation where required.
- Prepare presentation materials and information packs.

Research & Information Gathering (Discovery)

- Conduct research into legislation, policies, government programs and healthcare systems (across Australia, and Philippines).
- Source relevant evidence to support client matters.
- Review and summarise medical reports and supporting documentation.
- Prepare research summaries and briefing papers.
- Monitor changes to relevant legislation, funding pathways and administrative processes.

Project & Workflow Management

- Develop and maintain project plans and task trackers.
- Monitor workload priorities and upcoming deadlines.
- Coordinate multiple concurrent matters.
- Maintain action registers and ensure timely follow-up.
- Recommend improvements to systems and processes.
- Assist in implementing efficient workflows across the business.

Document & Records Management

- Organise electronic files and maintain structured document libraries.
- Ensure confidentiality and secure handling of sensitive information.
- Maintain naming conventions and document control processes.
- Prepare document bundles for meetings, submissions and reviews.
- Archive completed matters in accordance with organisational procedures.

Essential Skills & Experience

Applicants should possess:

- Minimum three years' experience in one or more of the following:
- Legal Assistant
- Medical Administration
- Administrative Assistant
- Case Management
- Paralegal
- Virtual Assistant
- Exceptional written and verbal English communication skills.
- Outstanding attention to detail.
- Strong organisational and time-management skills.
- Ability to manage multiple complex matters simultaneously.
- Ability to work independently with minimal supervision.
- Excellent problem-solving skills.
- High level of professionalism and discretion.
- Advanced proficiency in Microsoft Office and Google Workspace.
- Experience with cloud-based document management systems.
- Knowledge of legal governance and policy within Australia and the Philippines.
- Demonstrated emotional resilience and the ability to communicate professionally and effectively in emotionally demanding or high-pressure environments.
- Applicants must be current residents of the Philippines and available to work during Australian business (AEST) hours.

Highly Desirable

- Preference will be given to candidates with experience in:
- Australian legal administration.
- Australian healthcare administration.
- Philippine legal administration.
- Appeals, tribunal or litigation support.
- Government agency correspondence.
- DVA, NDIS or workers' compensation administration.
- Medical terminology.
- Project coordination.
- Productivity software.

Personal Attributes

- The successful candidate will be:
- Exceptionally organised.
- Proactive rather than reactive.
- Calm under pressure.
- Able to think critically and solve problems independently.
- Highly reliable and accountable.
- Professionally presented in written communication.
- Comfortable managing confidential and sensitive information.
- Resourceful and adaptable.
- Committed to producing work of a consistently high standard.

Technology Requirements

Applicants should have:

- Reliable high-speed internet.
- Dual-monitor workstation (preferred).
- Modern computer capable of running Microsoft Office and cloud-based software.
- Professional home office environment suitable for confidential work.

Performance Expectations

Within the first three months, the successful candidate should be able to:

- Independently manage day-to-day administration.
- Coordinate appointments and stakeholder communications efficiently.
- Maintain accurate case files, timelines and evidence registers.
- Produce high-quality drafts of reports, submissions and correspondence requiring minimal editing.
- Assist in preparing organised and complete legal and administrative appeal documentation.
- Ensure no deadlines are missed through proactive task management.
- Improve administrative systems and workflow efficiency.
- Become the primary administrative point of contact for assigned matters.

Remuneration

- Competitive remuneration will be offered based on experience, qualifications and demonstrated capability.

How to Apply

Please submit:

- Your current resume.
- A cover letter outlining your relevant experience.
- Examples of professional writing (reports, correspondence, submissions or administrative documents, where appropriate).
- Your expected hourly rate AU.
- Your weekly daily availability.
- Your notice period (if applicable).
- Details of any experience in legal, medical, government or administrative support.

Only applicants with excellent written English, exceptional organisational skills and relevant legal, medical or administrative experience will be shortlisted. Successful candidates will also be required to do a National Police Check.