Administrative & Scheduling Support Specialist (Aged Care)

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

1. 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

1. 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

1. 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

1. 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.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.