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.

• 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.

• 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.

• 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 elevate them.
• Assist with maintaining trackers, spreadsheets, reports and administrative databases.
• Adapt quickly to new software, systems and internal workflows.

• 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.

• 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 time frames.
• 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.

• 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…