Admissions Officer

Location: Melbourne, Victoria
Employment Type: Permanent Part Time(22 hours per week, 0900-1500 hours, Mon-Thurs)
Reports To: Community Living Manager

Olivet Care is a trusted, values-driven not-for-profit organisation dedicated to providing high-quality aged care and community services. We are seeking an Admissions Officer to join our team and support the smooth and efficient admission of new residents into residential aged care.

This role is ideal for an organised and detail-focused administrator who enjoys working with people, managing documentation and supporting processes that make a meaningful difference to residents and their families.

About the Role

As our Admissions Officer, you will provide essential administrative support throughout the residential aged care admissions process, ensuring documentation, resident information and records are accurate, complete and maintained in a timely manner.

You will work closely with internal teams, residents and families, as well as external stakeholders such as hospitals and healthcare providers. You will also support compliance activities, record management, audits and general administration across the organisation.

This is a varied role where your attention to detail, organisation and ability to manage competing priorities will be highly valued.

Key Responsibilities

Admissions Administration

• Prepare Residential Care Agreements from completed admission documentation
• Monitor and manage the Admissions email account
• Scan and maintain admission documentation in relevant systems and folders
• Maintain the HELF register and assist with six-monthly monitoring of HELF services
• Maintain the Resident Movement database
• Maintain accurate resident room lists
• Enter and update new resident information in eCase
• Ensure resident records and admission documentation are accurate and up to date

Records, Compliance & Administration

• Maintain and archive records within your areas of responsibility
• Support audits, reviews and compliance-related activities
• Complete data entry, filing and document management
• Follow organisational policies, procedures and Standard Operating Procedures
• Provide project and general administrative support to the broader team
• Provide backup support for designated administrative tasks when required

About You

You’re an organised, reliable and detail-oriented administrator who takes pride in getting things right. You enjoy working in a busy environment, can manage competing priorities and understand the importance of confidentiality when working with resident information.

You will also have a professional and compassionate approach when communicating with residents, families, colleagues and external stakeholders.

• Previous experience in office administration
• Strong written and verbal communication skills
• Excellent attention to detail and record-keeping skills
• Strong planning and organisational skills
• Ability to prioritise and manage multiple tasks and deadlines
• Proficiency in Microsoft Office, particularly Word, Excel and Outlook
• Ability to maintain confidentiality and respect privacy
• Ability to build positive and productive relationships with a range of stakeholders
• COVID-19 vaccination in accordance with organisational requirements
• Certificate in Office Administration or a related qualification
• Experience in aged care, healthcare, community services or a similar environment
• Experience working with electronic records or client/resident management systems

Why Join Olivet Care?

• Join a values-driven not-for-profit organisation focused on resident wellbeing
• Work in a supportive and collaborative team environment
• Make a meaningful contribution to the admission and experience of new residents
• Opportunity to develop your administration and aged care sector experience
• Salary packaging of up to $15,900, plus an optional Meals and Entertainment Card of up to $2,650 per annum
• Novated leasing options
• On-site car parking
• Employee Assistance Program (EAP)

At Olivet Care, our work is guided by our values of Compassion, Kindness, Respect and Responsibility. We are committed to creating an environment where our residents, families and employees are treated with dignity and care.

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