Quality assurance & administrative coordinator

About the Role

Kennedy ABA is looking for a highly detail-oriented Healthcare Quality Assurance & Administrative Coordinator to support its growing healthcare operations. This individual will be responsible for reviewing, checking and maintaining the accuracy and quality of healthcare-related documentation, administrative records and internal processes.

The role requires someone who genuinely enjoys structured, repetitive and detail-heavy work. You will regularly work with large amounts of information, navigate multiple software systems, identify inconsistencies, flag errors and ensure that information is complete, accurate and properly maintained.

You will work closely with internal teams, helping ensure that documentation, administrative processes and quality standards are consistently maintained. This is not a traditional administrative role. We need someone who takes ownership of their work, enjoys getting into the finer details and understands that even the smallest oversight can have an impact in a healthcare environment.

Key Responsibilities

1. Quality Assurance & Documentation Review
   • Review healthcare-related documentation, records and internal files to ensure information is accurate, complete and properly recorded.
   • Conduct detailed quality checks to identify missing information, inconsistencies, errors or incomplete documentation.
   • Verify that records meet internal quality standards and established procedures.
   • Identify discrepancies and flag issues requiring correction or further investigation.
   • Track errors, document findings and follow up to ensure outstanding issues are resolved.
   • Maintain consistency and accuracy across all documentation and administrative records.
2. Healthcare Administration & Records Management
   • Assist with maintaining and organising healthcare-related records and documentation.
   • Review and update patient-related information within internal systems.
   • Ensure records are properly maintained, organised and accessible to relevant team members.
   • Assist with tracking documentation, outstanding requirements and administrative follow-ups.
   • Support the accurate processing and maintenance of healthcare administrative information.
   • Handle confidential patient and family information with discretion and in accordance with applicable privacy requirements.
3. Systems & Data Management
   • Work across multiple healthcare platforms, CRM systems and internal databases.
   • Navigate complicated software systems to retrieve, review, update and verify information.
   • Ensure data is entered accurately and consistently across systems.
   • Identify discrepancies between different platforms and investigate or escalate them.
   • Assist with maintaining trackers, spreadsheets, reports and administrative databases.
   • Adapt quickly to new software, systems and internal workflows.
4. Communication & Team Collaboration
   • Communicate clearly and professionally with internal team members regarding documentation errors, missing information and outstanding tasks.
   • Follow up consistently with relevant departments to obtain corrections or missing information.
   • Escalate issues that require further attention or clarification.
   • Provide clear updates on completed quality checks, outstanding items and identified concerns.
   • Work collaboratively with clinical and administrative teams to maintain smooth operational processes.
5. Process Improvement & Operational Support
   • Identify recurring documentation errors, administrative gaps and opportunities to improve internal processes.
   • Assist with maintaining quality checklists, procedures and tracking systems.
   • Ensure tasks are completed accurately and within required timeframes.
   • Manage multiple priorities while maintaining a high level of attention to detail.
   • Support the team in maintaining efficient and consistent administrative and quality assurance processes.

Essential Requirements

• Previous experience in healthcare administration, quality assurance, medical administration, healthcare operations or a similar detail-intensive role.
• Demonstrated experience handling repetitive, tedious and highly detailed tasks.
• Exceptional attention to detail and the ability to identify even minor discrepancies.
• Strong written and verbal English communication skills.
• Comfortable working with complex software systems, databases and multiple platforms.
• Strong computer literacy and confidence working with digital records and spreadsheets.
• Ability to work independently while remaining an active and collaborative team member.
• Able to manage a fast-paced workload without compromising accuracy.
• Strong organisational skills and the ability to follow structured processes.
• Proactive attitude with a willingness to take ownership of tasks and follow through until completion.

Preferred Qualifications & Experience

• Previous experience within a US healthcare environment would be advantageous.
• Exposure to ABA therapy, behavioural healthcare or other allied healthcare services would be beneficial.
• Experience with medical records, clinical documentation or healthcare quality checks.
• CRM experience is a significant advantage.
• Familiarity with healthcare administration, insurance documentation, authorisations or billing processes would be beneficial.
• Experience using healthcare management platforms, electronic health records (EHR) or practice management systems.

Note: A BCBA or RBT certification is not a requirement for this position. The focus is on administrative accuracy, documentation quality, systems proficiency and operational support rather than providing clinical assessments or making clinical decisions.

Ideal Candidate Personality

We are looking for someone who:

• Is exceptionally detail-oriented and naturally notices things others might overlook.
• Genuinely enjoys tedious, repetitive and structured work.
• Takes pride in accuracy and producing consistently high-quality work.
• Is eager to work, proactive and willing to get involved.
• Is a strong communicator who is comfortable following up and asking questions.
• Can work through complicated systems without becoming overwhelmed.
• Is organised, methodical and thorough.
• Can maintain concentration while working through large volumes of information.
• Is adaptable and comfortable working in a fast-paced environment.
• Is a dependable team player who takes accountability for their responsibilities.

Red Flags

Someone who becomes easily bored or frustrated with repetitive tasks. Candidates who rush through work and overlook small details. Poor written communication or an inability to communicate issues clearly. Individuals who require constant supervision or reminders to complete tasks. Candidates who struggle to navigate software or learn new systems. Someone who avoids tedious administrative work or loses concentration easily. Candidates who are not proactive about identifying and addressing errors.