Administration Officer

St James Support Services; Melbourne; In loco; AUD 75.000 - 85.000; Tempo pieno

Vantaggi offerti da questo lavoro

Paid annual leave

Superannuation

Professional development

Office-based in Melbourne

Descrizione del lavoro

St James Support Services is seeking two experienced, organised Administration Officers for permanent full-time roles in Melbourne’s South-Eastern Suburbs. The roles focus on human resources, recruitment, staff rostering and workforce coordination, with additional admin and compliance duties across NDIS and aged care services.

Essential requirements include fluency in English and Mandarin, 2+ years in HR/administration, strong organisation, and full working rights in Australia.

Competenze

• Fluent in English and Mandarin with strong communication skills.
• At least 2 years of experience in HR, recruitment, administration, rostering or workforce coordination.

Mansioni

• Coordinate recruitment processes including job advertising, screening, interview arrangements and onboarding.
• Prepare and maintain employment contracts, personnel records and HR documentation.
• Monitor staff qualifications, screening checks, mandatory training and compliance requirements.
• Coordinate staff induction, probation reviews and employee-related documentation.
• Support management with staff communication, workforce planning and day-to-day HR matters.
• Prepare, maintain and adjust staff rosters according to operational needs and client requirements.
• Coordinate staff availability, leave, shifts, replacements and day-to-day allocation.
• Assist with client intake, onboarding and administrative arrangements.
• Monitor document expiry dates and maintain compliance tracking records.
• Assist management with reports, audit preparation and improvements to administrative processes.
• Work closely with the finance team to ensure accurate exchange of information.
• Check and confirm timesheets, attendance records, leave information and service hours.
• Follow up on discrepancies and provide supporting records to finance.

Conoscenze

Bilingual English/Mandarin

Microsoft Excel

Strumenti

Microsoft Office

Descrizione del lavoro

2 Permanent Full-Time Positions | NDIS & Aged Care

Salary: $75,000–$85,000 per annum + Superannuation

Administration Officer

Location: Melbourne VIC – South-Eastern Suburbs

Salary: $75,000–$85,000 per annum + Superannuation

About Us

We are a growing disability and aged care service provider based in Melbourne, delivering services under the National Disability Insurance Scheme (NDIS), Supported Independent Living (SIL) and Support at Home (SAH) program.

We are seeking two experienced, organised and proactive Administration Officers to join our team on a permanent full-time basis.

These are hands‑on roles with a strong focus on human resources, recruitment, staff rostering and workforce coordination, supported by general administration and compliance responsibilities.

Both positions share the same core responsibilities, with different operational focuses:

• NDIS Focus: Primarily supporting our NDIS and SIL disability services.
• SAH Focus: Primarily supporting our Support at Home and aged care services.

Successful candidates will work closely with management, frontline staff and our existing finance team.

We are looking for reliable professionals who can work independently, take ownership of their responsibilities and contribute to the smooth daily operation of our services.

Key Responsibilities

1. Human Resources & Recruitment

• Coordinate recruitment processes, including job advertising, candidate screening, interview arrangements and employee onboarding.
• Prepare and maintain employment contracts, personnel records and HR documentation.
• Monitor employee qualifications, worker screening checks, mandatory training and compliance requirements.
• Coordinate staff induction, probation reviews and employee‑related documentation.
• Support management with staff communication, workforce planning and day‑to‑day HR matters.

2. Staff Rostering & Workforce Coordination

• Prepare, maintain and adjust staff rosters according to operational requirements and individual client needs.
• Coordinate staff availability, leave, shift changes, replacements and day‑to‑day workforce allocation.
• Arrange suitable staffing for NDIS, SIL and Support at Home services, considering staff qualifications, individual support requirements and continuity of care.
• Manage unexpected staff absences and scheduling conflicts, escalating urgent staffing issues to management when required.
• Monitor roster coverage, staff attendance and differences between scheduled and actual working hours.
• Communicate roster changes effectively with staff, clients and relevant team members.

3. Administration & Compliance

• Manage daily office administration, correspondence and internal documentation.
• Maintain accurate employee and client records, service agreements and relevant compliance documentation.
• Assist with client intake, onboarding and administrative arrangements.
• Monitor document expiry dates and maintain compliance tracking records.
• Assist management with reports, audit preparation and improvements to administrative processes.

4. Finance Team Coordination

• Work closely with the finance team to ensure accurate and timely exchange of relevant information.
• Check and confirm employee timesheets, attendance records, leave information and actual service hours.
• Follow up on discrepancies and provide supporting records or clarification to the finance team.
• Assist with administrative communication relating to payroll and service billing records.

Payroll processing, invoicing, accounting and other financial functions are handled by our dedicated finance team. Specialist accounting knowledge is not required for this position.

Essential Requirements

• Fluent in both English and Mandarin Chinese, with strong verbal and written communication skills.
• At least 2 years of relevant experience in human resources, recruitment, administration, staff rostering or workforce coordination.
• Demonstrated ability to manage staff schedules, administrative tasks and multiple priorities efficiently.
• Strong organisational skills, attention to detail and problem‑solving ability.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Ability to maintain accurate records and handle confidential information appropriately.
• Ability to work independently while collaborating effectively with management and other teams.
• Professional attitude, reliability and strong communication skills.
• Full working rights in Australia.

Highly Regarded

• Previous experience in the Australian NDIS, SIL, aged care, home care or Support at Home sector.
• Cantonese communication skills.
• Experience with employee recruitment, onboarding and workforce compliance.
• Experience using rostering, HR or care management software.
• Understanding of NDIS or aged care service operations and relevant compliance requirements.
• Relevant qualifications in Human Resources, Business Administration, Community Services or a related field.

Employment Conditions & Benefits

• Two permanent full-time positions available.
• Salary of $75,000–$85,000 per annum plus superannuation, depending on experience and suitability.
• Office‑based roles in Melbourne's South‑Eastern Suburbs.
• 38 ordinary working hours per week, with any additional hours managed in accordance with applicable employment laws and industrial instruments.
• Initial six‑month probation period, including performance and suitability reviews.
• Paid annual leave, personal/carer's leave and other applicable statutory entitlements.
• Supportive management and an established finance team.
• Opportunities for professional development within a growing disability and aged care organisation.