Email & Intake Coordinator

Education, Experience & Skills:

• Bachelor’s degree preferred (Health Sciences, Business Administration, or related

• 1–4 years of experience in administrative coordination, intake, or operations support.

• Experience in medicolegal, healthcare, legal, insurance, or professional services environments preferred.

• Prior experience working with international or Australian clients is an advantage.

Excellent written and verbal English communication skills.

• High attention to detail and accuracy.

• Ability to follow structured workflows and standard operating procedures.

• Strong time management skills and ability to handle multiple cases concurrently.

• Comfortable working Australian time-zone shifts.

• Proficiency in email management, case management systems, and MS Office / Google Workspace.

Key Responsibilities

• Monitor and manage shared medicolegal email inboxes during Australian business hours

• Receive, review, and log incoming medicolegal instructions, referrals, and correspondence

• Identify case type, urgency, and required actions in line with standard operating procedures

• Accurately allocate cases to appropriate clinicians, medico-legal experts, or internal teams

• Ensure accurate data entry into case management systems and trackers

• Track acknowledgements and ensure timely handover to relevant stakeholders

• Verify completeness and accuracy of documentation prior to case allocation

• Maintain organised digital records in accordance with document control standards

• Identify and escalate missing information, inconsistencies, or urgent matters

• Communicate clearly and professionally with Australian staff regarding intake and allocation status

• Acknowledge receipt of instructions within defined turnaround times

• Escalate priority, sensitive, or time-critical matters as per established guidelines

• Maintain strict confidentiality of medicolegal, clinical, and personal information

• Ensure compliance with Australian Privacy Principles (APPs), data protection laws, and internal security policies

• Adhere to medicolegal ethical standards, documentation accuracy requirements, and chain-of-custody principles

• Complete all mandatory compliance, privacy, and information security training