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. Scheduling & Rostering
Coordinate daily schedules for clients and support workers:
Schedule and confirm client appointments and services
Manage changes, cancellations, and rescheduling
Conduct daily checks to ensure all shifts are allocated and covered
Communicate updates to staff and clients
3. 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
4.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
5. 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
6. 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
Summary
This role is a key operational support position within Pearl Home Care, helping to ensure seamless coordination between clients, staff, and internal systems.
The successful candidate will contribute directly to efficient operations, compliance, and high-quality care delivery, becoming an important extension of the onshore team.
