Administration Co-Ordinator

Administration Co-Ordinator

Aeralife Northcote | Northcote, Melbourne VIC

Coordinate our workforce. Support operational excellence. Make a meaningful difference every day.

Aeralife Northcote is seeking an experienced and highly organised Administration Co-Ordinator to join our residential aged care team.

This is an exciting opportunity for an administration professional with a minimum of 2 years' experience who enjoys a diverse role combining reception, workforce coordination, compliance and operational administration. As a key member of our team, you will be the first point of contact for residents, families, visitors and employees, while supporting the day-to-day administrative and workforce functions of the residence.

If you're looking for a role where your organisational skills, attention to detail and ability to build strong relationships will be genuinely valued, we'd love to hear from you.

Why Join Aeralife Northcote?

• Permanent Full-Time position
• Competitive salary package
• Modern residential aged care community in Northcote
• Supportive and collaborative leadership team
• Diverse role with exposure to workforce planning, compliance and people administration
• Ongoing professional development opportunities
• A values-driven organisation focused on Passion, Innovation, Empathy and Respect
• Opportunity to make a meaningful contribution to the lives of older Australians

About the Role

As the Administration Co-Ordinator, you will be responsible for ensuring the efficient administration and workforce coordination of the residence.

Acting as the first point of contact for residents, families, visitors, employees, contractors and external stakeholders, you will play a key role in creating a professional, welcoming and customer-focused experience while ensuring the smooth operation of administrative and staffing processes.

Working closely with the Residence Manager, Clinical Care Manager and People & Culture team, you will coordinate employee rostering, workforce compliance, onboarding, training administration and reception services, ensuring the residence operates efficiently and professionally.

This is a diverse role that requires excellent organisational skills, strong attention to detail and a genuine passion for delivering exceptional customer service.

Key Responsibilities

• Coordinate and maintain employee rosters using Humanforce
• Manage unplanned roster changes, leave coverage and replacement staffing requirements
• Support workforce planning and staffing allocations in consultation with operational leaders
• Approve timesheets, manage roster variations and respond to employee payroll and rostering enquiries
• Provide professional reception and front-of-house support, acting as the first point of contact for residents, families, visitors, contractors and stakeholders
• Answer and direct incoming telephone calls, emails and general enquiries in a professional and timely manner
• Welcome visitors and ensure a positive and professional experience within the residence
• Maintain workforce compliance records, including:
• • Police Checks
  • NDIS Worker Screening Checks
  • Visa and work rights documentation
  • AHPRA registrations
  • Vaccination records
  • Training and appraisal registers
• Coordinate onboarding, orientation and employee record management for staff, contractors, volunteers and students
• Monitor mandatory training compliance and maintain training records
• Support recruitment activities and casual workforce utilisation
• Liaise effectively with internal and external stakeholders
• Contribute to continuous improvement and quality initiatives

What We Offer

As part of the Aeralife team, you'll have access to a range of benefits designed to support your wellbeing and professional growth:

• Grow Your Own Staff Referral Program – earn rewards for referring quality candidates to join our team
• A positive, inclusive and highly supportive workplace culture built on our values of Passion, Innovation, Empathy and Respect
• Employee Assistance Program (EAP) offering confidential wellbeing and counselling support for you and your immediate family
• Salary packaging benefits to help maximise your take-home pay
• Novated leasing and vehicle financing options
• Discounted private health insurance
• Exclusive employee discounts and lifestyle benefits including travel, holidays, technology, electronics, home appliances and home essentials through our Aeralife Benefit Partners Program
• Employee Reward and Recognition Programs that celebrate individual and team achievements

About You

You are an experienced administration professional with a minimum of 2 years' experience in an Administration Coordinator, Workforce Coordinator, Reception, Office Administration or similar role.

You thrive in a busy environment, enjoy interacting with people and take pride in providing exceptional customer service. You are equally comfortable welcoming visitors at reception, coordinating employee rosters, managing compliance documentation and supporting operational leaders with administration requirements.

Your professionalism, attention to detail and ability to build positive relationships make you a valued member of any team.

To Be Successful, You Will Have:

• Minimum 2 years' experience in an Administration Coordinator, Workforce Coordinator, Reception, Office Administration or similar role
• Previous experience in an Administration Co-Ordinator, Workforce Co-Ordinator, Rostering Co-Ordinator, Residential Administrator or similar role
• Experience working within aged care, healthcare, disability, community services or a related sector (highly regarded)
• Strong rostering and workforce coordination experience
• Excellent organisational and time management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Advanced Microsoft Office skills
• Exceptional customer service and stakeholder management skills
• Ability to manage competing priorities in a busy environment
• Knowledge of compliance and workforce documentation requirements
• Current NDIS Worker Screening Check (or willingness to obtain)
• Full Australian working rights

About Aeralife

Aeralife is a proudly Australian-owned aged care provider committed to delivering exceptional care and lifestyle experiences across our communities. Guided by our values of Passion, Innovation, Empathy and Respect, we strive to create supportive environments where residents thrive and our people can build rewarding careers.

Apply Now

If you're an experienced administration professional looking for a rewarding role where you can make a genuine impact while developing your career, we'd love to hear from you.

Submit your Resume and Cover Letter via the Apply Now button.

Applicants must have Australian working rights and be willing to complete pre-employment checks relevant to the position.