Scheduler and Admin Support

About the Business

St Mary's Aged Care is a well-established, family-owned provider of residential aged care and home services, with facilities located in Coolum Beach and Pelican Waters. We are committed to delivering compassionate, high-quality care and support to our clients while fostering a supportive and professional workplace for our employees.

We are seeking a highly organised, proactive and reliable Scheduler and Administrative Support professional to join our Home Services team. This is an excellent opportunity for someone who enjoys solving problems, coordinating people and schedules, and keeping things moving in a fast-paced environment.

About the Role

This is a Permanent Part-Time position based at our Pelican Waters office.

Your regular hours will be:

Monday – Thursday: 7:00am – 3:00pm
Friday: 7:00am – 2:00pm

This is a practical and dynamic role that combines scheduling, rostering, administration and customer service. You will play an important role in ensuring our Home Services team operates efficiently by coordinating staff, appointments and resources while responding quickly to changes throughout the day.

The successful applicant will be someone who enjoys variety, takes initiative and can confidently manage competing priorities while maintaining a high level of accuracy and professionalism.

What Your Week Will Look Like

Your days will involve a combination of:

• Coordinating and optimising daily and weekly staff schedules.
• Managing appointments, staff shifts and resource allocations.
• Responding to last-minute cancellations, changes and scheduling issues.
• Updating rosters and ensuring services are appropriately staffed.
• Managing incoming calls and enquiries.
• Maintaining accurate client, staff and operational records.
• Filing and completing general office documentation.
• Providing administrative support to the Home Services team.
• Communicating with staff and clients to ensure services run smoothly.

No two days are the same. This role is ideal for someone who enjoys being busy, solving logistical challenges and staying one step ahead of what needs to happen next.

Key Responsibilities

• Coordinate and optimise daily and weekly schedules, staff shifts, appointments and resource allocations.
• Manage and resolve last-minute cancellations, double-bookings, staff absences and emergency scheduling changes.
• Monitor schedules throughout the day and make adjustments as required to maintain service continuity.
• Communicate schedule changes clearly and promptly to staff, clients and relevant team members.
• Manage incoming calls and enquiries in a friendly, professional and efficient manner.
• Maintain accurate and up-to-date database and client records.
• Complete data entry accurately and ensure operational information remains current and reliable.
• Maintain electronic and paper-based filing and documentation.
• Provide general administrative support to the Home Services team and management.
• Assist with rostering and workforce coordination as required.
• Maintain confidentiality and handle sensitive client and employee information appropriately.
• Identify potential scheduling issues and proactively resolve problems before they impact service delivery.
• Perform other administrative duties as required to support the smooth operation of the Home Services office.

About You

To be successful in this role, you will have:

• Previous experience in scheduling, rostering or high-volume administration.
• Excellent organisational skills and the ability to manage multiple priorities at once.
• Strong problem-solving and logical thinking skills, particularly when working with complex schedules and timeframes.
• Excellent verbal and written communication skills.
• High attention to detail and a commitment to accuracy.
• Strong computer skills and confidence learning and using scheduling, database and Microsoft Office systems.
• The ability to remain calm and solution-focused when unexpected changes occur.
• The ability to adapt quickly and switch between tasks as priorities change.
• A proactive, hands-on approach with the ability to work independently.
• Reliability, professionalism and a strong sense of accountability.
• A positive, team-focused attitude and a genuine willingness to support others.
• A strong understanding of confidentiality and the importance of handling information appropriately.

The following would be highly regarded:

• Qualification or additional training in business administration, bookkeeping, data entry, office procedures or a related field.
• Previous experience in home care, aged care, healthcare, disability, community services or another service-based industry.
• Experience using rostering, scheduling, workforce management or client management software.
• Experience coordinating mobile workforces or service-based teams.

Mandatory Requirements

• Current National Police Check or NDIS Worker Screening Clearance (Yellow Card), or willingness to obtain.
• Current professional references.
• Australian working rights.

Why Join St Mary's Aged Care?