About Us: At Future Supports, we are dedicated to providing exceptional aged care services that enable individuals to live independently in their own homes. Our mission is to support our clients in maintaining their quality of life within the community. Due to expansion we are looking for a dynamic individual with previous experience, strong administration skills and can engage with a variety of personality types to join a fun office environment. You will efficiently coordinate our frontline workers rosters using rostering and scheduling systems as well as assist with general office tasks including recruitment. This position is ideal for someone who excels in a dynamic environment and adapts seamlessly to changing priorities. This is a permanent part-time position 3 days a week. Key responsibilities Scheduling: • Assist with maintaining Aged Care Support Workers schedules in accordance with client needs and service agreements. • Collaborate with the Scheduling Team to optimize scheduling efficiency and maximize outcomes. • Coordinate with staff to ensure adequate coverage and meet client service needs. • Engage with Service Providers and clients over the phone and via email to address scheduling queries. • Respond to roster change requests, ensuring amendments are recorded and clearly communicated. • Ensure staff availability patterns are recorded and kept up to date. • Escalate rostering and staff skill gaps, and work with Managers to identify solutions. • Handle incoming and outgoing calls with effective communication. • Verify and update client demographic information during the client onboarding process Time Administration: • Responsible for entering time for employees without Employee Self Service (ESS), time evaluation and monitoring of Support Worker schedule time worked against roster, review and correction of Support Worker time entries. • Overseeing the accurate recording, submission and management of Support Worker time sheets, researching and correcting errors on Timesheets. Ensuring compliance with client service schedule, company policies and labor laws (SCHADS Award) by meticulously monitoring hours worked, leave/breaks taken, and overtime, kilometer travelled, while also resolving any discrepancies and providing support to employees regarding timekeeping procedures. • Organize the smooth and adequate flow of information within the company to facilitate the weekly billing and payroll cycles. • Ensure the correct processing and payment to employees of time worked including kilometers travelled whilst providing effective customer service. • Provide the scheduling and accounts teams with feedback and solutions to problems found in time sheets. • Resolve time entry errors and issues with the accounts team. Recruitment and Compliance • Assist with the various tasks associated with the recruitment process of new support workers. • Build and maintain positive relationships with employees, management and recruitment agents. • Assisting with recruiting Support Workers. • Support and review the support workers; including identifying and organising training requirements of the team. • Administrative support to staff as needed, including issuing correspondence, updating client notes and feedback. • Provide succinct and timely reports on recruitment. Administrative Duties • Developing simple Marketing content. • Updating Website pages and information. • Updating social media including Facebook page, Instagram etc. • Updating and developing Learning and development content for the support workers and updating this into Employment Hero. • Providing updates and content on the Connecteam feed for support workers to feel more involved and connected • Assisting the CEO, COO and the Business Services and Administration Manger with various administrative and reporting tasks, as directed. • Assist the accounts team with resolving time and billing queries. Skills & Experience • Ability to perform more than one task at a time and solve problems quickly. • Technologically savvy. • Preferably has “advanced” Excel skills including, Macros, advanced data analysis tools, complex functions (INDEX MATCH), Power Query and data filtering & consolidation and a knowledge of arrays. • Has at least “Intermediate” skills including advance functions, TRANSPOSE, VLOOKUP, pivot tables, conditional formatting, data validation, more complex formulas. • Knowledge of “constraint-based scheduling” and rostering. • Maintain a professional, helpful and courteous approach in all client and staff interactions. • Exceptional communication skills to foster positive relationships and outcomes • Proven ability to prioritise and manage high workloads, consistently meeting critical deadlines. • Experience in rostering / scheduling services for multiple clients and with a number of constraints. • The ability to problem solve and find a solution when issues arise. • Ability to engage positively with a variety of clients and/or consumers • Competent in the use of Microsoft office applications • Excellent phone communication Why Join Us? • Be part of a supportive team making a real difference in the community • Opportunities for professional growth and development • Flexible working arrangements • Access to our Employee Assistance Program