Offer summary

Qualifications:

Experience in managing schedules and shifts, preferably in the disability or care sector., Strong organisational skills for filing, scheduling, and record-keeping., Excellent written and verbal communication skills, particularly using WhatsApp for team communication., Tech-savvy with proficiency in rostering software, Microsoft Office, and online communication tools..

Key responsabilities:

Act as the primary point of contact for internal team communications and manage meeting notes.

Organise and schedule staff interviews, ensuring accurate pre-screening of candidates.

Publish weekly staff schedules and manage roster changes through WhatsApp and the rostering inbox.

Ensure compliance with roster guidelines and monitor shift reports submitted by support workers.

Job description

This is a remote position.

Schedule:

11 AM to 8 PM Monday to Friday with shifts on Saturday from time to time

Client Timezone: Australian Eastern Daylight Time

Client Overview

Join a dynamic and innovative managed services company that’s revolutionizing the way businesses handle their administrative tasks. Our client is at the forefront of streamlining operations for growing companies, utilizing cutting-edge proprietary systems to enhance efficiency and productivity. As they expand their services and client base, they’re seeking talented individuals to be part of their exciting growth journey.

Job Description

We’re seeking a detail-oriented and tech-savvy Administrative Assistant to play a pivotal role in our client’s expanding managed services team. In this position, you’ll be at the intersection of technology and traditional administrative support, mastering our client’s state-of-the-art workflow management system while providing crucial support to fast-growing businesses. This role offers a unique opportunity to shape the future of business support services, as you’ll be part of a “beta trial” for an innovative service model set to expand significantly in the coming years. You’ll work primarily within our client’s proprietary system, managing workflows, handling communications, and ensuring smooth operations for assigned client accounts. This position is perfect for someone who thrives in a dynamic environment, enjoys learning new technologies, and has a passion for helping businesses grow through efficient administrative support.

Responsibilities

Communications (PA-Type Work)

Act as the primary point of contact for internal team communications on behalf of one of the owners.
Attend meetings with Ahmed online, take meeting notes, and distribute them to stakeholders via email and upload them into Careflo (AI tools can be used).
Send reminders for weekly team meetings and ensure the timely submission of required reports.
Manage inbound phone calls during office hours, take messages, and forward them to relevant team members.
Organise and schedule staff interviews, including pre-screening candidates regarding pay rate, transport, and office location for Ahmed’s approval.
Use WhatsApp for office-to-support worker communication, including availability checks and urgent roster changes.

Administration

Add new staff members and service users to the Careflo system, ensuring all details are accurately recorded.
Upload important documents (e.g., Progress Reports, Team Meeting notes) to the participant’s file on Careflo.
Send finance-related documents for new support workers and ensure their timely processing by the finance team.
Organise and maintain office files, both locally and online, ensuring all documents are stored correctly for easy access.

Rostering (Managed in Careflo & Rostering Inbox)

Publish weekly/fortnightly staff schedules, checking for potential scheduling conflicts.
Send out weekly rosters via spreadsheet and follow up for confirmations via WhatsApp and the rostering inbox.
Update the rostering process spreadsheet and transfer information to the Careflo system.
Contact support workers via WhatsApp to confirm availability and communicate urgent roster changes.
Process roster change requests received from support workers via the rostering inbox.
Approve and process kilometres for travel (KM’s) daily in Careflo.
Manage and respond to the rostering inbox promptly.
Send login access details and guides to new support workers and confirm successful access.

Compliance

Ensure support workers adhere to roster guidelines and company policies.
Upload Incident Reports to the participant’s file on Careflo.
Monitor and track shift reports submitted by support workers, ensuring timely and accurate completion.
Notify Ahmed of any non-compliance issues, including failure to submit necessary reports.

Requirements

Rostering & Scheduling: Experience in managing schedules and shifts, preferably in the disability or care sector.
Administrative Support: Strong organisational skills for filing, scheduling, and record-keeping.
Clear Communication: Strong written and verbal communication skills, with experience using WhatsApp for team communication.
Attention to Detail: Accuracy in managing rosters, schedules, and data entry.
Tech-Savvy: Comfortable using rostering software (Careflo preferred, but training provided), Microsoft Office, and online communication tools.
Problem-Solving: Ability to manage last-minute roster changes and address staff queries efficiently.
Time Management: Strong ability to prioritise tasks and handle both scheduled and unexpected duties.
Confidentiality: Understanding of privacy regulations and handling sensitive information securely.
Team Player: Ability to work collaboratively to ensure smooth business operations.
Flexibility: Adaptability to changing work demands and last-minute requests.