Remote Admin & Scheduling Specialist - Aged Care

Sharesource; Makati; Remote; PHP 223,000 - 402,000; Full time

Benefits offered by this job

Remote + Hybrid Flexibility

Work-Life Balance

Training and international growth

Job summary

Sharesource in the Philippines is seeking an organised Administrative and Scheduling Support Assistant to help keep daily operations running smoothly. You will work with the scheduler to manage workflows, while providing admin support to the broader team.

The role requires attention to detail, adaptability, and the ability to handle multiple tasks. You will coordinate care worker rosters, ensure SCHADS compliance, maintain CRM records, and support billing and reporting.

Qualifications

• Experience in the Aged Care industry, NDIS or related industry handling AU clients (highly preferred).
• Strong English communication skills.
• Experience with scheduling/rostering software such as Visualcare.

Responsibilities

• Coordinate communication between referral sources, families, care workers, and internal team members.
• Create and maintain care worker schedules based on client needs, staff availability, qualifications, and skill matching.
• Ensure rosters comply with SCHADS Award requirements, including minimum engagement periods, split shifts, overtime thresholds, and mandatory rest breaks.
• Monitor schedules and promptly adjust for changes, emergencies, and last-minute cancellations to maintain service continuity.
• Notify care workers of their shifts, confirm attendance, and distribute weekly rosters to clients upon request.
• Identify roster gaps proactively and arrange suitable coverage to ensure clients receive services as scheduled.
• Maintain CRM systems, operating procedures, and service information for care workers, nurses, and other care professionals.
• Coordinate with the accounts team to ensure accurate billing in line with program guidelines and applicable awards.
• Audit weekly staff timesheets and travel/kilometre logs for accuracy before payroll processing.
• Maintain Excel spreadsheets tracking staff hours and other key operational metrics.
• Track staff and vendor compliance, including qualifications, clearances, training, and required documentation.
• Maintain client administrative records, update health summaries, and ensure intake information is accurately recorded.
• Assist with collecting client feedback and monthly check-in information to support service quality and continuous improvement.
• Provide office leave coverage and complete other administrative tasks as required.
• Support scheduling to meet operational and business requirements.
• Assist with general administrative duties as delegated.
• Maintain accurate, complete, and up-to-date records in databases and software systems in accordance with organisational policies, quality standards, and legislative requirements.
• Complete documentation promptly and maintain contemporaneous records.
• Prepare reports as required and contribute to continuous improvement initiatives.
• Participate in planning activities and contribute to the development of relevant policies and procedures.
• Provide peer support to team members and promote a collaborative, respectful, and supportive work environment.
• Proactively manage daily workloads, priorities, and deadlines to maintain productivity and operational efficiency.

Education

Certificate III in Home and Community Care, Aged Care, or Disability Care

Tools

Visualcare

Microsoft Excel

CRM systems

Job description

Sharesource in the Philippines is seeking an organised Administrative and Scheduling Support Assistant to help keep daily operations running smoothly. You will work with the scheduler to manage workflows, while providing admin support to the broader team.

The role requires attention to detail, adaptability, and the ability to handle multiple tasks. You will coordinate care worker rosters, ensure SCHADS compliance, maintain CRM records, and support billing and reporting.