Offshore Administrative & Support Specialist
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AI Summary
Position Overview
A growing family-owned home care business in Australia is seeking a dedicated and proactive Offshore Administrative & Support Specialist. This pivotal role will be instrumental in supporting our expanding operations under the Australian Government's Support at Home program for the elderly. The successful candidate will become an integral part of the team, contributing significantly to the mission of providing high-quality, compassionate care.
Our client is a family-owned and operated business deeply committed to delivering exceptional home care services to the elderly in Central West NSW. Our ethos is built on trust, empathy, and a personalised approach to care. As their client base grows, we are expanding the team to ensure continued operational excellence and maintain the high standards of service our clients expect. We value team members as an extension of our family, fostering a
supportive and collaborative work environment.\n
The Offshore Administrative & Support Specialist will be responsible for a wide range of tasks, enabling our onshore Registered Nurse (RN) owners to focus on clinical leadership and strategic growth. Responsibilities include, but are not limited to:
- Client Lifecycle & Administrative Management: Creating new client profiles in Visual Care, uploading ACEAR forms, drafting Home Care Agreements, and managing digital signing processes. Handling follow-ups with existing clients and referrals.
- Procurement & Inventory Management: Managing online ordering for client nursing consumables and office stock, tracking orders, liaising with clients for delivery confirmation, and ensuring products meet Aged Care Standards and client choices. Processing invoices for owner payment.
- Scheduling & Rostering: Creating and managing client and staff rosters in Visual Care, confirming shifts, communicating schedules, and processing changes/cancellations. Conducting daily roster checks, flagging unallocated shifts, tracking staff hours, and sending reminders for uncompleted shifts.
- Third-Party & Allied Health Coordination: Researching and vetting new third-party providers (e.g., gardeners, cleaners, allied health professionals), organising client appointments, preparing contracts, and managing compliance documentation (police checks, insurance, ABN).
- Compliance & Audit Readiness: Ensuring adherence to Aged Care Quality Standards audit guidelines and integrating these standards into daily tasks.
- Funding & Financial Support: Tracking funding approvals for Assistive Technology and Home Modifications, following up with head office, and escalating issues to RN Owners. Conducting daily timesheet checks, verifying kilometer entries, managing extended shift timings for payroll, tracking and sending invoices for fund claims, assisting with end-of-month claims, and monitoring client budgets for deficits.
- Community, Culture & HR Support: Managing client and staff communications for birthdays and festivals, assisting with monthly newsletters and client stories, organising staff appreciation gestures, and sending regular email reminders to support workers. Following up with staff on online training completion.
• Exceptional Communication Skills: Clear, concise, and empathetic communication, both written and verbal, is paramount for interacting with clients, staff, and third-party providers.
• Strong Technical Aptitude: The ability to quickly learn and efficiently utilise various software systems, including Visual Care, Adobe PDF Sign, and communication platforms. A proactive approach to system adoption is highly valued.
• Attention to Detail: Meticulous accuracy in data entry, documentation, financial tracking, and compliance-related tasks.
• Proactive & Organised: Self-motivated with excellent organisational skills to manage multiple tasks, prioritise effectively, and work independently.
• Problem-Solving Abilities: A resourceful approach to identifying and resolving operational challenges.
• Cultural Sensitivity: An understanding and appreciation for diverse cultural backgrounds, particularly in the context of aged care.
• Adaptability: The capacity to adapt to evolving business needs and contribute to process improvements.
While a good understanding of the Australian aged care sector or similar regulated environments is preferred, we are committed to providing comprehensive training to the right candidate. We seek individuals who are eager to learn and grow with our business.
We Offer:
- An opportunity to be a valued member of a supportive, family-owned business.
- Comprehensive training and ongoing professional development.
- A chance to make a meaningful impact on the lives of elderly clients.
- A collaborative and respectful work environment
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