Administrative And Scheduling Support Assistant In-Home Aged Care

Job Description:

About Sharesource:

We are a BCorp company whose purpose is to democratize opportunities for individuals from developing countries. With our brand and culture empowering our partners to attract and keep the most qualified members, we share the knowledge to unleash potential and grow scaling teams for Australian and Canadian businesses.

https://www.sharesource.com.au

What are we looking for?

We are looking for an organised and proactive Administrative and Scheduling Support Assistant to help keep daily operations running smoothly. In this role, you will work closely with the scheduler to manage and optimise workflows while providing general administrative support to the broader team. The ideal candidate is detail-oriented, adaptable, and able to manage multiple tasks efficiently.

What are you expected to do?

• Client Focus
  • Coordinate communication between referral sources, families, care workers, and internal team members.
  • Create and maintain care worker schedules based on client needs, staff availability, qualifications, and skill matching.
  • Ensure rosters comply with SCHADS Award requirements, including minimum engagement periods, split shifts, overtime thresholds, and mandatory rest breaks.
  • Monitor schedules and promptly adjust for changes, emergencies, and last-minute cancellations to maintain service continuity.
  • Notify care workers of their shifts, confirm attendance, and distribute weekly rosters to clients upon request.
  • Identify roster gaps proactively and arrange suitable coverage to ensure clients receive services as scheduled.
  • Communicate respectfully with clients and stakeholders using active listening, problem-solving, and negotiation skills.
  • Assist with optimising client care package utilisation and ensuring accurate, descriptive billing for services provided.
• Administrative Functions
  • Maintain CRM systems, operating procedures, and service information for care workers, nurses, and other care professionals.
  • Coordinate with the accounts team to ensure accurate billing in line with program guidelines and applicable awards.
  • Audit weekly staff timesheets and travel/kilometre logs for accuracy before payroll processing.
  • Maintain Excel spreadsheets tracking staff hours and other key operational metrics.
  • Track staff and vendor compliance, including qualifications, clearances, training, and required documentation.
  • Maintain client administrative records, update health summaries, and ensure intake information is accurately recorded.
  • Assist with collecting client feedback and monthly check-in information to support service quality and continuous improvement.
  • Provide office leave coverage and complete other administrative tasks as required.
• Business Functions
  • Support effective scheduling to meet operational and business requirements.
  • Assist with general administrative duties as delegated.
• Documentation
  • Maintain accurate, complete, and up-to-date records in databases and software systems in accordance with organisational policies, quality standards, and legislative requirements.
  • Complete documentation promptly and maintain contemporaneous records.
  • Prepare reports as required and contribute to continuous improvement initiatives.
• Teamwork and Workload Management
  • Participate in planning activities and contribute to the development of relevant policies and procedures.
  • Provide peer support to team members and promote a collaborative, respectful, and supportive work environment.
  • Proactively manage daily workloads, priorities, and deadlines to maintain productivity and operational efficiency.

You’ll be a great fit if:

• You have previous experience working within the Aged Care industry, NDIS or related industry handling AU clients (highly preferred).
• You have a good understanding of the SCHADS Award and compliance requirements.
• You have strong English communication skills, as the role will work closely with the internal team, care workers from different nationalities, and clients.
• You have experience with scheduling/rostering software such as Visualcare, which is highly desirable.
• You have good working knowledge of Microsoft Excel.
• You are comfortable handling basic administrative tasks and maintaining accurate records.
• You have the ability to create and promote a positive and supportive culture where all staff are valued.
• You have an excellent Computer literacy – Enterprise Management Software and sound knowledge of Microsoft Office, Office 365, Excel, Outlook, Powerpoint and Adobe.
• You are will