Admissions Coordinator & Administration Assistant

Provectus Care Pty Limited; City of Melbourne; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

Annual leave loading 17.5%

Employee Assistance Program (EAP)

Refer-a-Friend bonus

Recognition and rewards program

Job summary

Provectus Care Pty Limited in Elsternwick (Victoria By The Park) is seeking an Admissions Coordinator and Administration Assistant to lead the full admissions journey from enquiry to move-in with empathy and professionalism.

You will be the first contact for residents, families, hospitals and referral partners, ensuring compassionate, responsive interactions, compliant documentation and strong occupancy outcomes.

Qualifications

• Experience in aged care admissions or healthcare.
• Excellent communication and relationship-building skills.
• Customer-first mindset with compassionate approach.
• Strong organisational and administrative capability.
• Ability to prioritise in a fast-paced environment.
• Knowledge of AN-ACC funding, RAD/DAP, HELF and Aged Care Quality Standards.
• Current Police Check or NDIS Worker Screening Clearance.

Responsibilities

• Manage the full admissions journey from enquiry through move-in.
• Support residents and families with accommodation and funding discussions.
• Conduct tours and showcase the home and services.
• Build strong referral relationships with hospitals and community partners.
• Ensure admissions processes remain compliant and well documented.
• Contribute to innovation and continuous improvement initiatives.

Skills

Communication

Relationship building

Administrative skills

Organisational skills

Customer focus

Empathy

Job description

Admissions Coordinator & Administration Assistant

Provectus Care is a leading provider of aged care services, dedicated to enhancing the lives of our residents. With a strong focus on delivering personalised, high-quality care, we are committed to creating a warm and inclusive environment where our residents can thrive. Join our team at Victoria By The Park in Elsternwick and be a part of our mission to redefine the aged care experience.

As our Admissions Coordinator and Administration Assistant, you'll be the reassuring voice, trusted guide and key connection supporting residents and families through their aged care journey. If you're passionate about people, thrive in a fast-paced environment, and enjoy building meaningful relationships, we'd love to hear from you.

17.5% annual leave loading

Employee Assistance Program (EAP)

Refer-a-Friend bonus program

Employee recognition and reward programs

Supportive and collaborative team culture

About the role
Reporting to the Facility Manager, you will manage the end-to-end admissions process across our home.

You will be the first point of contact for prospective residents, families, hospitals and referral partners, ensuring every interaction is compassionate, responsive and professional.

This is a highly visible role where your ability to build trusted relationships and create exceptional customer experiences will directly contribute to resident outcomes and occupancy success.

What you'll be doing

Manage the full admissions journey from enquiry through to move in

Support residents and families with accommodation and funding discussions

Conduct tours and showcase our home and services

Build strong referral relationships with hospitals, discharge planners and community partners

Ensure admissions processes remain compliant and well documented

Contribute to innovation and continuous improvement initiatives

You will bring:

Experience in aged care admissions, healthcare.

Outstanding communication and relationship building skills

A customer-first mindset and ability to navigate sensitive conversations with confidence and compassion

Strong organisational and administrative capability

Ability to manage competing priorities in a fast-paced environment

A collaborative approach and willingness to contribute ideas

Knowledge of AN-ACC funding

Understanding of RAD/DAP arrangements

Understanding of HELF requirements

Knowledge of the Aged Care Quality Standards

Experience working within the aged care sector

Current Police Check or NDIS Worker Screening Clearance (or willingness to obtain)

About You

You are a people focused professional who combines empathy, organisation and commercial awareness.

Why This Role Matters:

Every enquiry represents a family seeking guidance during a significant life transition.

In this role, you will help people navigate that journey with confidence, dignity and compassion while contributing to the growth and success of one of Victoria's leading aged care providers.