Roster Co-Ordinator/Administration

Roster Co‑ordinator / Administration Reports To: HR Manager Location: Oxa Care, EppingEmployment Type: Full Time, 38 Hours per Week About Us Oxa Care is a leading residential aged care provider in Melbourne’s north. With a strong focus on resident wellbeing, compliance, and service excellence, we are seeking a highly organised and proactive Roster Co‑ordinator/Administration to drive continuous improvement across our facility. This role will suit someone who is not only process‑driven but also eager to get involved in day‑to‑day operations and make a practical difference in welcoming new residents. About This Role Are you passionate about making first impressions count and supporting smooth transitions for older adults and their families? This role places you at the heart of the admissions journey, ensuring every enquiry is handled with warmth and professionalism, every detail is meticulously managed, and every new resident’s arrival is seamless and welcoming. What You’ll Do Roster Administration Support rostering by updating the master roster with shift changes and leave entries Input agency usage and casual staff bookings into roster system Monitor and respond to roster‑related queries from staff under direction of HR Manager Assist with distribution of vacant shifts and confirmations Daily sick leave coverage, shift notifications and reminders to relevant staff Track overtime and penalty rates for payroll processing Coordinate shift swaps and schedule adjustments Staff Onboarding and Induction Assist with onboarding new staff: send contracts and employment documentation Collect and verify required pre‑employment documents (references, qualifications, ID) Upload all documentation to HR management system Coordinate Right to Work checks and visa verification Schedule and track completion of mandatory staff training and induction modules Prepare new starter welcome packs and orientation materials Coordinate IT setup, ID badges, and uniform allocation for new employees Conduct inductions and orientations Conduct student indications, orientations, contracts, document management, agreements HR Records Management Maintain up‑to‑date digital and physical HR files for all employees Track and update employee personal details, emergency contacts, and banking information Manage document expiry dates and renewal notifications Archive terminated employee files according to policy requirements Maintain confidential personnel records and ensure data security Process employee requests for personal information updates Filing and archiving of documents and files Compliance and Training Management Track staff compliance for police checks, regulatory compliance Monitor visa and work rights expiry dates and coordinate renewals Maintain training matrices and professional development records Schedule mandatory refresher training and certification updates Track CPD (Continuing Professional Development) requirements and completion Coordinate with external training providers and manage bookings Maintain audit‑ready compliance documentation Leave and Attendance Management Process leave applications and maintain leave balances Track sick leave patterns and coordinate return‑to‑work processes Manage annual leave schedules and coordinate department coverage Monitor attendance patterns and escalate concerns to HR Manager Coordinate workers’ compensation claims and return‑to‑work programmes Process time sheet variations and attendance corrections Reporting and Analytics Generate HR and roster reports as requested (absenteeism, shift fill rates, turnover) Collate staff meeting attendance records and training completion statistics Prepare recruitment pipeline reports and vacancy analysis Track agency usage costs and efficiency metrics Compile performance review schedules and completion tracking Assist with workforce planning and budgeting analysis Employee Relations Support Coordinate staff recognition programmes and milestone celebrations Assist with employee survey distribution and data compilation Support investigation processes by maintaining documentation Coordinate exit interviews and process termination paperwork Assist with workplace health and safety incident reporting Manage staff suggestion systems and feedback processes Recruitment Support Phone screening of candidates Schedule interviews and coordinate recruitment panel logistics Conduct reference checks for potential candidates Prepare employment offers and coordinate pre‑employment processes Maintain recruitment records and candidate databases Coordinate recruitment advertising and employer branding activities Additional Administrative Tasks Maintain HR department supplies and stationery inventory Coordinate staff social events and team building activities Assist with payroll queries and documentation Manage staff parking allocations and security access Support workplace health and safety committee administration Perform other ad‑hoc administrative tasks as requested by management to support team operations Cover reception duties including phone answering, visitor management, and deliveries as required What We’re Looking For Essential Requirements Strong communication skills – you’ll be the first point of contact for families making an important decision Experience in residential aged care administration or healthcare settings – understanding of the aged care sector and person‑centred service Exceptional attention to detail – experience with database management, documentation, and compliance tracking Problem‑solving abilities – capacity to manage multiple priorities and coordinate across teams Collaborative mindset – passion for working as part of a caring team MS Office, Word, Excel, Outlook Pleasant phone manner Highly Regarded Qualifications in HR or roster management, or related fields Advanced level of Excel Experience with CRM systems Familiarity with ACAT processes, means assessments, and aged care funding arrangements Knowledge of aged care quality standards and compliance requirements Your Impact Achieve prompt response times to all enquiries within 24 hours Maintain accurate and up‑to‑date CRM records with 100% compliance Support smooth staff transitions Ensure all admission documentation is complete and compliant Why Choose Oxa Care? Person‑centred care that respects individual preferences and dignity Continuous improvement through attention to detail and process excellence Professional development in aged care administration Meaningful work that enhances wellbeing and quality of life Position Details Position: Administration Officer – Admissions SupportEmployment Type: Full TimeLocation: Oxa Care Residential Aged Care Facility, EppingReports to: Admissions Manager Application If you’re warm, approachable, and passionate about supporting older adults and their families during the important transition to aged care, we’d love to hear from you. Apply now and become part of a team where your dedication to exceptional service will truly make a difference in the lives of our residents and their families. Commitment to Inclusion Oxa Care is committed to creating inclusive, respectful environments where every resident can thrive. We welcome applications from candidates of all backgrounds who share our commitment to person‑centred care. #J-18808-Ljbffr