Administrative & Scheduling Support Specialist (Aged Care)

This role will play a critical part in ensuring smooth coordination between clients, support workers, and internal teams. The successful candidate will assist with scheduling, administration, invoicing, and compliance tasks, enabling the onshore team to focus on delivering high-quality care.

You will be working within a structured, fast-paced environment supporting elderly clients under Australia’s aged care framework.

Key Responsibilities

1. Client Administration & Coordination
Manage client records and administrative processes including:

Creating and updating client profiles in Visual Care

Uploading documentation and managing digital signatures

Following up on client approvals and required documentation

2. Timesheet & Payroll Support
Ensure accuracy in workforce tracking:

Review and verify daily timesheets

Check hours worked, travel, and shift details

Follow up on missing or incorrect entries

3.Invoicing & Claims Processing
Support financial administration processes:

Process invoices and assist with claims submission

Track funding approvals and client budgets

Follow up on outstanding claims and required documentation

Assist with end-of-month financial processes

4. Communication & Email Management
Provide structured communication support:

Summarise and prioritise incoming emails

Communicate with support workers via Dialpad (VOIP)

Liaise with clients and stakeholders via email

Follow up on approvals, documents, and service updates

5. Compliance & Documentation
Ensure all processes align with aged care standards:

Maintain accurate records and documentation

Assist with audit preparation and compliance tracking

Ensure all required approvals and signatures are completed

Key Skills & Experience

Strong administrative and scheduling experience
Experience using CRM or care management systems (e.g., Visual Care)
Experience with VOIP communication tools (e.g., Dialpad)
Experience within the Australian aged care sector is highly advantageous
Medical or healthcare background is highly desirable
Excellent written English and communication skills
Strong attention to detail and accuracy
Advanced organisational and time management skills
Ability to manage multiple tasks and prioritise effectively
Minimum 2–3 years experience in a similar admin or coordination role

Ideal Candidate Attributes

Highly organised and detail-oriented
Proactive and able to work independently
Strong problem-solving mindset
Empathetic and patient (important in aged care environment)
Quick learner with strong system adaptability