Administration Coordinator

Thompson Health Care; Central Coast; On-site; AUD 65,000 - 75,000; Full time

Job summary

Thompson Health Care in Woy Woy, NSW, is seeking an Administration Coordinator to support rostering, payroll administration, onboarding, and general site administration at our residential aged care home. You will work closely with the Director of Nursing to ensure smooth operations, resident and family engagement, and accurate records.

Reporting to the Director of Nursing, you will coordinate rosters in Humanforce, manage timesheets, onboarding, and documentation, and provide reception support

Qualifications

• Experience in workforce rostering and administration, ideally in aged care or healthcare.
• Proficiency with Humanforce Workforce Management (rostering, leave, timesheets).
• Ability to interpret Enterprise Agreement requirements for rosters.

Responsibilities

• Create and maintain rosters and templates in Humanforce.
• Coordinate shift bids, allocations, and roster changes.
• Process leave requests and payroll-related adjustments.
• Monitor staffing levels and escalate shortages.
• Review and authorise daily timesheets for payroll.
• Maintain staff records and onboarding documentation.
• Handle roster/timesheet queries and direct inquiries.
• Coordinate site administration, records, and reception duties.
• Assist with resident admissions and transfers.

Skills

Rostering

Payroll administration

Customer service

Microsoft Office

Humanforce

Tools

Humanforce Workforce Management

Job description

Administration Coordinator | Full-Time | Woy Woy | Aged Care

Join a leading aged care provider as an Administration Coordinator, coordinating staff rostering, payroll administration and day-to-day site administration. Enjoy a varied role supporting our team, welcoming residents and families, and helping our home run smoothly.

Key Points

• Permanent Monday - Friday
• Luxury recently built house at Woy Woy with onsite parking
• Varied and rewarding role working with a great team

Thompson Health Care is seeking an organised and customer-focused Administration Coordinator to support the efficient operation of our residential aged care home at Woy Woy. Working closely with the Director of Nursing, you will coordinate rostering and payroll administration, staff onboarding, employee records, resident movement administration and meeting support, while providing general administration and reception support as required.

About the role

Reporting to the Director of Nursing, you will be responsible for:

• Creating and maintaining rosters, roster templates and staff availability in Humanforce, in line with resident care requirements, approved resources and applicable Enterprise Agreement requirements.
• Coordinating shift bids, allocations, replacements and roster changes through Humanforce Shift Manager.
• Processing leave requests, coordinating approved leave adjustments and preparing daily roster authorisation sheets as required.
• Monitoring staffing levels and escalating shortages to the Director of Nursing.
• Reviewing and authorising daily timesheets to support accurate payroll processing.
• Maintaining accurate employee, qualification, training and compliance records in Humanforce and associated systems.
• Coordinating new staff onboarding documentation and scheduled activities, and following up outstanding requirements.
• Acting as a first point of contact for roster and timesheet queries, and directing employment and general enquiries to the appropriate person.
• Coordinating site administration, document scanning, filing and archiving, with accurate records and appropriate privacy and confidentiality.
• Assisting with resident admissions, transfers and departures by coordinating updates across relevant systems, billing processes and documentation.
• Coordinating meeting agendas and papers, taking minutes and maintaining action registers, with follow-up and escalation of outstanding actions.
• Working collaboratively with the site administration assistant, where relevant, and providing reception coverage and professional service to residents, families and visitors as required.

To succeed in this role, you will have:

• Demonstrated experience in workforce rostering and administration ideally within aged care, healthcare or a similar environment
• Proficiency in Humanforce Workforce Management, including rostering, staff availability, leave administration, shift management and timesheet processing(desirable)
• The ability to interpret and apply Enterprise Agreement requirements when maintaining rosters and workforce allocations
• The ability to work independently and manage competing priorities
• Intermediate to advanced Microsoft Office skills and confidence maintaining accurate information across systems
• Excellent customer service and communication skills
• Strong attention to detail, organisation and time management

Please note, appointment to this position is subject to a satisfactory National Police Check.

Ready to make a meaningful contribution and work with a supportive team?

About Us

Thompson Health Care is a family-owned aged care provider with homes across the Southern Highlands, Greater Sydney, Northern Beaches and Central Coast. For over 50 years, we have been committed to delivering exceptional care, quality living environments, and meaningful experiences for our residents. Our dedicated nursing, hospitality and support teams foster a safe, inclusive and welcoming culture where residents and employees thrive.

Unsolicited applications from Recruitment Agencies will not be considered at this time.

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