After Hours/Rostering

About Hogan Care
Hogan Care is a registered NDIS provider, dedicated to delivering high-quality, person-centered care. We offer in-home and community support services, ensuring our clients receive compassionate, tailored assistance. Committed to excellence, we uphold the highest standards of compliance, governance, and service quality to promote the well-being of those we support.

About this role
The Rostering Coordinator is responsible for the accurate, efficient and compliant rostering of support workers to deliver services to participants. Working within the ShiftCare rostering system, the role ensures shifts are filled with appropriately skilled staff, that participant needs and preferences are met, and that all rostering
practices comply with the SCHADS Award, NDIS requirements and organisational policy. The role is central to continuity of care, cost management and workforce satisfaction.

Key Responsibilities

- Rostering and Scheduling
- Build, maintain and adjust rosters in ShiftCare to meet participant support plans and service agreements.
- Match support workers to shifts based on skills, qualifications, availability, location and participant preferences.
- Manage last-minute changes, shift swaps, sick leave and vacancies to ensure continuity of care and minimal disruption.
- Coordinate on-call and after-hours rostering arrangements as required.
- Support scheduling of staff meetings, training, supervision, and other workforce-related activities as required.

Award and compliance
- Apply relevant organisational policies, NDIS requirements, SCHADS Award considerations, and rostering procedures correctly to all rosters, including minimum engagements, broken shifts, sleepovers, penalty
rates, and allowances.
- Ensure rosters comply with fatigue management, breaks between shifts and maximum hours provisions.
- Follow up with support workers, team leaders or managers where shift notes, shift times, extensions or supporting information are unclear, incomplete or inconsistent.
- Maintain rostering practices consistent with NDIS Practice Standards and relevant work health and safety obligations.

Communication and coordination
- Act as the key point of contact for support workers regarding rosters, availability and shift queries.
- Liaise with participants, families, coordinators and case managers to understand and respond to changing support needs.
- Communicate roster changes promptly and professionally to all affected parties.
- Escalate staffing shortfalls, risks or complex issues to the Operations Manager.
- Work collaboratively with management and teams across Malvern and Geelong.

Systems, records and reporting
- Maintain accurate staff availability, qualifications, compliance and participant data within ShiftCare.
- Monitor and report on key rostering metrics such as fill rates, unallocated shifts, overtime and agency usage.
- Maintain accurate records of roster changes, shift approvals, shift extensions and related communication within ShiftCare.
- Identify and report recurring issues with late shift notes, unapproved extensions, incorrect shift times or other roster documentation errors.
- Contribute to continuous improvement of rostering processes, communication and service coordination.
- Maintain confidentiality and professional boundaries when handling participant, staff, and service information.

General
- Contribute to a positive, person-centred and safe workplace culture.
- Undertake other duties consistent with the role as reasonably directed.
- Previous experience in rostering, workforce coordination, administration or a similar role, preferably within disability, aged care, or community services sector.
- Experience working in a fast-paced environment with competing priorities and time-sensitive tasks.
- Strong administrative skills with excellent attention to detail and record keeping accuracy.
- Ability to build rapport and communicate professionally with internal and external stakeholders.
- Sound understanding of confidentiality and handling sensitive information.
- Strong organisational and time-management skills.
- Effective written and verbal communication skills.
- Ability to work independently and as part of a team in a fast-paced environment.
- Proficiency in Microsoft Office, client and rostering management systems.

Preferred skills include:
- Strong rostering, scheduling, and workforce coordination skills.
- Ability to manage urgent roster changes, cancellations, and unplanned leave.
- High attention to details and accuracy in date entry, documentation and record-keeping.
- Understanding of NDIS workforce compliance requirements and audit readiness standards.
- Strong organisational skills with the ability to manage multiple priorities and deadlines.
- High-level communication and interpersonal skills.
- Basic knowledge of SCHADS Award, Fair Work, National Employment Standards and NDIS Code of Conduct.
- Proficiency in client management systems and databases.
- Strong problem-solving skills and a proactive, supportive approach to work.
- Commitment to quality, compliance, and continuous improvement within a person-centred care environment.