Administrative & Scheduling Support Assistant (In-Home Aged Care)

About Sharesource:

We are a BCorp company whose purpose is to democratize opportunities for individuals from developing countries. With our brand and culture empowering our partners to attract and keep the most qualified members, we share the knowledge to unleash potential and grow scaling teams for Australian and Canadian businesses.

https://www.sharesource.com.au

What are we looking for?

We are looking for an organised and proactive Administrative and Scheduling Support Assistant to help keep daily operations running smoothly. In this role, you will work closely with the scheduler to manage and optimise workflows while providing general administrative support to the broader team. The ideal candidate is detail-oriented, adaptable, and able to manage multiple tasks efficiently

What are you expected to do?

• Client Focus
  • 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.
  • Communicate respectfully with clients and stakeholders using active listening, problem-solving, and negotiation skills.
  • Assist with optimising client care package utilisation and ensuring accurate, descriptive billing for services provided.

• Administrative Functions
  • 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.

• Business Functions
  • Support effective scheduling to meet operational and business requirements.
  • Assist with general administrative duties as delegated.

• Documentation
  • 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.

• Teamwork and Workload Management
  • 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.

You'll be a great fit if:

• You have previous experience working within the Aged Care industry, NDIS or related industry handling AU clients (highly preferred).
• You have a good understanding of the SCHADS Award and compliance requirements.
• You have strong English communication skills, as the role will work closely with the internal team, care workers from different nationalities, and clients.
• You have experience with scheduling/rostering software such as Visualcare, which is highly desirable.
• You have good working knowledge of Microsoft Excel.
• You are comfortable handling basic administrative tasks and maintaining accurate records.
• You have the ability to create and promote a positive and supportive culture where all staff are valued.
• You have an excellent Computer literacy – Enterprise Management Software and sound knowledge of Microsoft Office, Office 365, Excel, Outlook, Powerpoint and Adobe.
• You are willing to work Monday to Friday from 5:30 AM to 2:30 PM Manila Time / 7:30 AM to 4:30 PM AEST.

Educational Qualification:

• You have a Certificate III in Home and Community Care, Aged Care, or Disability Care, which is an advantage.

What you gain beyond the role:

• Remote + Hybrid Flexibility: Enjoy the best of both worlds—collaborative office days when it counts, balanced with the freedom to work from home.
• Achieve Work-Life Balance and Flexibility: Work in an environment where you're trusted and empowered to work independently, while still having the support you need to deliver your best. Here, flexibility isn't just a perk—its how we help you perform at your best, without sacrificing life outside of work.
• Open Culture: Your voice matters, we encourage proactive communication and fresh ideas.
• Supportive Team: From your very first day to every career milestone, we've got your back—with long-term growth and projects you can truly thrive in.
• Learn and Grow: Training, coaching, and international opportunities to level up your skills and career
• Be part of a B-Corp company that puts people and planet first while creating meaningful impact.

Please note: This role is remote; however, we require candidates to be based locally in the Philippines. This is to support occasional onsite activities such as team events, client meetings, or equipment handover. Additionally, local residency is necessary for compliance with Philippines labor laws and employment regulations.

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Why work for Sharesource?

Our clients come from all walks of life and so do we. We hire hundreds of skillful individuals from a wide variety of backgrounds, genders, and personalities to live out our diverse culture and make a positive impact on the world!

Our 5 Values:

• Make a social impact: We balance our work for client teams and for society by constantly making a positive impact.
• Be proactive: We encourage brave thinking and continuous improvement, and drive change through action.
• Create value: We create measurable values for our stakeholders: our teams, partners, suppliers, investors, and communities.
• Be fair, open and honest: We foster equality and inclusivity in a supportive environment that embraces diversity and celebrates achievements.
• Add fun, passion and love: We priorities fun and passion, fostering higher engagement and a positive can-do attitude.

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What to Expect in the Process

• You'll go through 2-3 interviews plus a possible assessment with our client partner. This includes an initial chat, a culture-fit interview, and 1–2 conversations with our awesome client. The whole process usually takes 2-3 weeks, but we'll let you know if things need to move quicker.
• Our best advice? Be yourself and enjoy the conversations. Well keep you updated every step of the way, and you're always welcome to reach out for updates anytime.
• If all goes well, well complete reference checks and requirements quickly—so we can get that job offer to you without delay.

We would be grateful if you have these already:

1. Fit to Work/Health Card (Basic 5 employment medical tests)

2. NBI Clearance

3. Social IDs - PHIC, SSS, HDMF, TIN

4. Character references with contact info

At Sharesource, we believe in the value of diversity and inclusion. We are committed to creating a diverse, respectful, and inclusive workplace, and we do not discriminate based on factors such as race, gender, religion, sexual orientation, or disability.