Administrative & Scheduling Support Specialist (Aged Care)

We are seeking a highly organised and proactive Administrative & Scheduling Support Specialist to support daily operations within a growing aged care business. 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