Administration Coordinator

Provide leadership and oversight of reception and administration, including rostering, payroll and recruitment to ensure effective business operations and a high standard of customer service for residents, families, staff and stakeholders...

At Vermont Aged Care, our vision is to be a thriving community living purposeful lives. For over 40 years, our family-run home has provided exceptional respite, permanent, and palliative care. Guided by our mission to foster connection, nurture health, and enhance wellbeing, we are seeking a positive and proactive Administration Coordinator to join our dedicated team.

This role provides leadership and oversight of reception and administration, including rostering, payroll and recruitment to ensure effective business operations and a high standard of customer service for residents, families, staff and stakeholders. The role supports the delivery of quality aged care services through effective administration systems, team leadership, and compliance with the Strengthened Aged Care Quality Standards, particularly Standards 1 and 2, contributing to the achievement of Vermont Aged Care’s mission and values.

KEY SELECTION CRITERIA

• Professional, and self-motivated with a ‘can-do’ attitude, and able to work within a diverse team.
• Excellent communication and interpersonal skills.
• Ability to manage positive attitude under pressure, with a flexible approach to tasks undertaken.
• Strong time management skills and ability to manage competing priorities
• Excellent communication and interpersonal skills and ability to provide a high level of customer service.
• Strong organisational skills with exceptional attention to detail.
• Highly-developed computer skills, including Microsoft Word and Excel.
• Ability to learn new tasks and computer programs.
• Commitment to the Vermont Aged Care Values of Virtue, Community, Advocacy, Respect & Dignity, and Excellence.

KEY RESPONSIBILITIES

General Reception & Administration

• Front desk and telephone enquiries, and be a welcoming face for families, contractors and visitors.
• Ensures general administration requirements are current and up to date.
• Ensure administration inventory is managed and maintains value for money.
• Supports the efficient running of the Key Staff Team by collating and distributing agendas, minutes and reports as required.
• Assist with the development and delivery of the home’s performance monitoring and quality improvement measures.

Resident Administration

• Ensures resident administration and reporting requirements are current and up to date.
• Oversee administrative requirements for resident admissions and discharges processes, ensuring necessary documentation is completed.
• Work with Clinical Care Coordinators and Nursing staff to welcome new residents and support them to settle into the home, and to be a support on exit from the home.
• Oversees responsive customer service in relation to resident queries, such as mail, petty cash, customer service, visitations.

Staff Administration

• Coordinate and manage staff rosters, working with the administration team to ensure appropriate staffing coverage with appropriately qualified and skilled staff, ensuring vacancies are filled.
• Utilise rostering platforms to ensure all employees are communicated with clearly and provided with appropriate updates.
• Confirm timesheets and related payroll and roster enquiries.
• Oversee and ensures staff administration requirements are current and up to date, including monitoring of training and other compliance requirements.
• Work with Department Managers to assist with coordination of recruitment and successful onboarding of new staff.
• Work with KST members to ensure successful exiting of resigned / retired staff.
• Completion of relevant reporting requirements (e.g. staffing, roster, vacant shifts, sick calls).
• Contribute to the development of process improvements, ensuring consistent and best practice rostering

Team Management

• Provide leadership, guidance and support to the administration team.
• Embody and encourage the team to demonstrate our values.

OTHER EXPECTATIONS

• Ability to prioritise, maintain a positive customer focus in an environment with multiple competing demands.
• Demonstrated highly developed organisational and time management skills.
• Demonstrated high level of verbal and written communication skills.
• A flexible approach to tasks undertaken.
• Ability to work as an effective team member.
• Ability to work independently with minimal supervision in a confidential manner.