Office Admin

Caring Your Life Pty Ltd; Willoughby; On-site; AUD 60,000 - 75,000; Full time

Job summary

Mandarin- or Cantonese-speaking Office Administrator role for Caring Your Life Pty Ltd in Willoughby, NSW. The position supports daily office operations, client/participant records, rostering, and compliance files across NDIS services and aged care administration.

English proficiency is required, and the role does not involve clinical advice or senior case management. The role emphasizes structured tasks, document control, and collaboration with staff, clients, and external stakeholders, with

Qualifications

• Reliable, responsible and detail-oriented.
• Able to follow instructions and company procedures.
• Able to communicate politely and professionally with clients and stakeholders.

Responsibilities

• Manage daily administrative tasks, including emails, phone calls, filing, scanning, printing, document uploads, and document control.
• Assist with client intake documents, service agreements, consent forms, participant information, emergency contacts, communication records, and client records.
• Maintain accurate records in the care management system, Google Drive, and internal company files.
• Support NDIS-related administration, including service records, participant documents, plan-related information, support documents, and communication records.
• Support aged care and Support at Home-related administration, including client records, service documentation, care-related forms, and compliance files.
• Assist with rostering administration, timesheets, service records, shift notes, and communication with support workers.
• Prepare invoices, receipts, service records, and basic payment-related documents as directed.
• Follow up with clients, families, support workers, allied health providers, plan managers, support coordinators, government agencies, and other stakeholders as required.
• Support the management team with compliance tracking, internal reports, audit preparation, and general office operations.

Skills

Detail oriented

Reliable

Organizational skills

Communication skills

Patient communication

Follow instructions

Structured work style

Tools

Microsoft Office Suite

Google Drive

Gmail

Job description

This Role requires Mandarin- or Cantonese-speaking, but English is a must.

The Full-Time Office Administrator provides administrative and operational support for Caring Your Life Pty Ltd, including daily office administration, client and participant records, staff documentation, rostering administration, compliance files, and general business operations. The role supports NDIS services and aged care / Support at Home related administration. The role does not independently manage participant cases at senior coordinator level and does not provide clinical advice.

Teamwork style.

Our Management team coaches you.

Key responsibilities

• Manage daily administrative tasks, including emails, phone calls, filing, scanning, printing, document uploads, and document control.
• Assist with client intake documents, service agreements, consent forms, participant information, emergency contacts, communication records, and client records.
• Maintain accurate records in the care management system, Google Drive, and internal company files.
• Support NDIS-related administration, including service records, participant documents, plan-related information, support documents, and communication records.
• Support aged care and Support at Home-related administration, including client records, service documentation, care-related forms, and compliance files.
• Assist with staff onboarding, including collecting employee or contractor documents, police checks, NDIS Worker Screening Checks, Working With Children Checks, qualifications, training records, and other compliance documents.
• Assist with rostering administration, timesheets, service records, shift notes, and communication with support workers.
• Prepare invoices, receipts, service records, and basic payment-related documents as directed.
• Follow up with clients, families, support workers, allied health providers, plan managers, support coordinators, government agencies, and other stakeholders as required.
• Support the management team with compliance tracking, internal reports, audit preparation, and general office operations.

About you

• Reliable, responsible, and detail-oriented.
• Able to follow instructions and company procedures.
• Able to work in a structured office environment.
• Comfortable with emails, phone calls, basic office communication, Microsoft Office, Google Drive, Gmail, spreadsheets, PDF files, and online systems.
• Able to communicate patiently, politely, and professionally with clients, families, workers, visitors, and external stakeholders.
• Must provide and maintain all checks and compliance documents reasonably required for the Position, including where applicable a National Police Check, NDIS Worker Screening Check, Working With Children Check, right-to-work evidence, qualifications, training records, and any other documents required by company policy, client requirements, funder requirements, law, or regulator expectation.