Description:
Are you highly organised, and passionate about supporting a team that delivers life-changing services?
Join our dedicated team as an Administration and Rostering Officer, where your attention to detail and coordination skills will help ensure the smooth delivery of disability supports to our clients.
Transform NDIS Support (TNS) is a registered NDIS provider under the Transform Group, dedicated to providing care for people with special needs and individuals in community health care. Operating in a dynamic and ever-evolving industry, TNS thrives on innovation and adaptability while fostering a fun, supportive, and collaborative work environment.
Their mission is to provide care with heart, empowering individuals to live fulfilling lives. Guided by their core values of compassion, collaboration, and compliance, we strive to deliver tailored services that recognise and honour the unique needs of every individual.
They are an inclusive workplace, encouraging people of Aboriginal and Torres Strait Islander descent, culturally and linguistically diverse backgrounds, and people with disabilities to join their team.
The Roles
The Administration & Rostering Officers are responsible for coordinating staff schedules and providing administrative support to ensure the efficient delivery of disability services. This roles involve liaising with employees, leaders, clients, and other stakeholders to manage rosters, maintain accurate records, and support operational functions in alignment with NDIS requirements and organisational policies.
Key Responsibilities
1. Administrative Support
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Provide general administrative support to the team, including answering phone calls, scheduling appointments, and managing office correspondence.
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Maintain office records, files, and databases ensuring compliance with confidentiality and privacy requirements.
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Assist with client intake and case management documentation, ensuring all paperwork is processed in a timely manner.
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Coordinate and prepare meeting agendas, notes, and reports as required.
2. Roster Management
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Develop, maintain, and update staff rosters to meet client needs and service requirements.
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Ensure rosters align with staff availability, qualifications, and compliance requirements.
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Respond to last-minute changes, including filling shifts and adjusting rosters as required.
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Act as the first point of contact for rostering-related inquiries from staff and clients.
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Communicate shift changes, updates, and important information to relevant stakeholders.
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Work collaboratively with HR, payroll, and service delivery teams to ensure smooth operations.
2. Client and Stakeholder Communication
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Greet and assist clients, visitors, and staff in a professional and welcoming manner.
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Act as the first point of contact for external stakeholders, including government agencies, suppliers, and community partners.
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Ensure timely follow-up with clients, families, and external services, including the coordination of appointments or additional services.
3. Compliance and Documentation
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Ensure all client records are maintained in accordance with relevant legislation and organisational policies (e.g., National Disability Insurance Scheme (NDIS) guidelines, Privacy Act).
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Assist in the preparation and maintenance of reports and audits in line with government regulations.
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Keep up-to-date with changes to disability service standards, policies, and industry best practices.
4. Office Management
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Maintain office supplies inventory and coordinate purchasing orders for office equipment, stationery, and other materials.
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Oversee the day-to-day functioning of office equipment, ensuring they are in good working condition and liaising with vendors for repairs or replacements.
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Organise office logistics, such as meeting room bookings, catering arrangements, and travel for staff or clients as needed.
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Ensure the office space is accessible and maintained to a high standard.
5. Data Entry and Reporting
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Enter and update client data, service delivery information, and progress reports into the organisation's software systems.
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Generate reports and assist in data analysis for management and program evaluations.
What we offer
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Permanent full-time role, with the ability to consider 0.8-1.0FTE for the right candidate
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Gym and swimming pool onsite
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Local carparking available
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Supportive team culture, united by our vision and values
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Birthday leave so our team can celebrate themselves on their special day
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Competitive remuneration
Person Requirements
Essential:
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Previous experience in an office administration role, preferably within a disability services or healthcare setting.
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Experience in rostering, scheduling, or workforce coordination, preferably in the disability or community services sector.
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Sound knowledge of office software including MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with client management systems (e.g., NDIS portals, CRM systems).
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Excellent communication skills, both written and verbal, with the ability to interact effectively with people from diverse backgrounds.
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Strong organisational and time management skills, with the ability to manage competing priorities.
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Understanding of and commitment to maintaining client confidentiality and privacy standards in compliance with relevant laws.
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Ability to work independently and as part of a team.
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A high level of attention to detail and accuracy.
Desirable:
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Experience working within the disability sector, particularly with NDIS or similar services.
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Knowledge of disability-related documentation and reporting requirements.
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Certificate III or IV in Business Administration, or a related field.
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First aid or CPR certification.
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Ability to speak a second language is advantageous.
Applications:
Applications require a resume and a covering letter addressing the criteria as outlined (maximum 2 pages).
Apply without delay as screening will commence immediately.
Applications Close Sunday 13 April 2025