Logo for The Outline

Administrative & Scheduling Support Specialist (Aged Care)

The Outline

Role overview

Qualifications

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

Responsibilities

  • Manage client records and administrative processes
  • Ensure accuracy in workforce tracking
  • Support financial administration processes
  • Provide structured communication support

Key facts

Hard skills

Elderly Care Computer Telephony Integration Financial Management Email Management Health Care Industry

Other skills

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

About the company

The Outline logo

The Outline

News Media & Journalism (Digital)

The Outline is a new kind of publication, built for the modern world. Our goal is to tell you the most fascinating stories about power, culture, and the future every single day — and to tell those stories in a truly different way.

Company details

IndustryNews Media & Journalism (Digital)
Company size11 - 50

Links

Website LinkedIn See all jobs

Your match analysis

See how your profile stacks up against this role.

We compared the job requirements to your profile to show where you're strong and where you fall short.

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.

    Apply once. Then go straight to the hiring manager.

    After you apply, unlock the direct contact details of the people who actually make the call. A quick follow-up makes you 5x more likely to land an interview.

    MR

    Marcus Rivera

    Chief Revenue Officer

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

    Administrative Specialist Related jobs

    PhilippinesAdministrative Specialist

    Other jobs at The Outline

    Premium

    Reach out to the hiring manager directly.

    Gain access to the contact details of the hiring managers who actually decide, and reach out to network with them directly. That, plus more when you upgrade:

    • Full match report with fit score and gaps
    • Career diagnostics on how recruiters read you
    • Curated company matches and warm intros
    • 48h early access to new roles

    Cancel anytime.