Admissions Support Specialist (Aged Care)

Oxa Care Pty Ltd; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Oxa Care Pty Ltd is seeking an Administration Officer – Admissions Support in Melbourne’s northern community. This role ensures warm handling of enquiries, accurate documentation, and smooth transitions for new residents.

You'll manage enquiries, coordinate pre-admission meetings, and support with documentation, compliance, and CRM updates. Strong aged care experience and admin skills are essential for success in this team.

Qualifications

• Experience in residential aged care administration or healthcare settings.
• Superior attention to detail with documentation, compliance tracking and records management.
• Strong communication and interpersonal skills for families and residents.

Responsibilities

• Respond to admissions enquiries via phone, email, and walk-ins with warmth and professionalism.
• Document all contacts in the CRM (Pipedrive).
• Provide initial information about services, fees, and availability.
• Schedule callback appointments for complex enquiries.
• Maintain enquiry tracking logs and follow-up schedules.
• Conduct tours for prospective clients to support the Admissions Team.
• Book and coordinate resident pre-admission meetings and facility tours.
• Prepare tour materials and information packages for prospective residents.
• Coordinate with clinical staff for handover and assessment appointments.
• Prepare admission packs, agreements, and forms; track completion and signatures.
• Maintain admissions register and CRM database; update waiting lists and occupancy forecasts.
• Support reporting: monthly/quarterly admissions, occupancy trends.

Skills

Strong communication

Residential aged care administration

Attention to detail

Problem solving

Team collaboration

MS Office suite

Pleasant phone manner

Education

Business/Health admin qualification

Cert 3 or 4 - Personal Care

Tools

Pipedrive CRM

Job description

Oxa Care Pty Ltd is seeking an Administration Officer – Admissions Support in Melbourne’s northern community. This role ensures warm handling of enquiries, accurate documentation, and smooth transitions for new residents.

You'll manage enquiries, coordinate pre-admission meetings, and support with documentation, compliance, and CRM updates. Strong aged care experience and admin skills are essential for success in this team.