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Administrative & Scheduling Support Specialist (Aged Care)

Outsourced Staff

Role overview

Qualifications

  • Strong administrative and scheduling experience
  • Experience using CRM or care management systems (e.g., Visual Care)
  • Excellent written English and communication skills
  • Minimum 2–3 years experience in a similar admin or coordination role

Responsibilities

  • Manage client records and administrative processes
  • Ensure accuracy in workforce tracking and payroll support
  • Support financial administration processes including invoicing and claims submission
  • Maintain accurate records and documentation for compliance

Key facts

Hard skills

Elderly Care Computer Telephony Integration Health Care Industry

Other skills

  • Scheduling
  • Detail Oriented
  • Organizational Skills
  • Time Management
  • Problem Solving
  • Communication
  • Empathy
  • Adaptability

About the company

Outsourced Staff logo

Outsourced Staff

Outsourcing & Offshoring

Outsourced Staff builds high performing dedicated teams of staff in the Philippines. All staff work in our office based locations, we allow you to scale your business and grow your revenue through having access to staff with a lower startup and ongoing costs. Outsourced Staff provide you with ongoing support and guidance to get the most out of your team. With over 25 years of working with highly technical staff around the world, the company founder, Dominic Procter, discovered the talents of the Filipinos when he was running his own digital agency. He then invested in one of the leading BPO companies in the Philippines. After successfully growing and exiting that business he now again focuses on providing dedicated remote staff and offshore staffing services to clients around the world. Outsourced Staff specialise in providing end-to-end business solutions catering to small, medium and large business enterprises looking to reduce costs and increase productivity. We carefully and thoroughly study your vision, business model and processes, then provide you the right people aligned to your business objectives, requirements and budget.

Company details

Company typeScaleup
IndustryOutsourcing & Offshoring
Company size51 - 200

Links

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Job description

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

    • 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.

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    MR

    Marcus Rivera

    Chief Revenue Officer

    m.rivera@company.com
    linkedin.com/in/marcusrivera
    Unlocked after you apply
    ·

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