Programs Administrator

Programs Administrator (Complex Care)

About Us

Simply Helping Gippsland South & West is a leading provider of in-home support, committed to enhancing the lives and independence of our clients. We operate with a steadfast dedication to our core values: a complete intolerance for racism and abuse, adherence to the Victorian Child Safe Standards, and profound respect for First Nations children and communities. We are an inclusive employer and actively encourage applications from First Nations people, individuals with disabilities, and people from all cultural backgrounds and gender identities.

About the Role

We are seeking a highly organised and meticulous Programs Administrator to join our dedicated team. This pivotal role is central to the smooth operation of our complex care services, ensuring every detail is managed with precision and care. You will be the administrative backbone of the program, responsible for the precise coordination of services and the maintenance of exacting standards in line with our Service User goals and funding requirements.

This is a temporary position with the potential for permanency for the right candidate who demonstrates exceptional administrative acumen.

Key Responsibilities:

As the Programs Administrator, you will be entrusted with a variety of critical administrative tasks, including:

• Client Intake and Records Management: Meticulously processing referrals, completing the intake process for new complex care clients, and maintaining the 'Register of Complex Service Users' with impeccable accuracy and detailed documentation.
• Compliance and Quality Assurance: Diligently supporting program compliance and quality assurance by monitoring support worker adherence to specific high intensity support regulations and reporting any instances of non-compliance. You will also play a key role in ensuring all services meet relevant care standards and frameworks.
• Training and Compliance Coordination: Methodically organising required training for support workers and maintaining training registers to ensure all compliance requirements are continuously met.
• Financial Administration: Carefully monitoring the usage of client funding to assist them in optimising their budgets, and liaising with internal teams to ensure precise roster records for accurate invoicing.
• Service Coordination and Support: Collaborating with internal departments, such as Rostering, to establish and maintain high-quality, ongoing support for our clients. This includes assisting in the development of care plans and service agreements.
• Stakeholder Communication: Acting as a central point of contact, you will liaise with a variety of stakeholders, including allied health professionals, families, and internal teams, to ensure seamless coordination towards achieving client goals.
• Reviews and Reporting: Conducting regular service user reviews and risk assessments to ensure alignment with their goals. You will also be responsible for monitoring and reporting on any backlogs and non-compliance on a monthly basis.

What You Will Bring:

To excel in this role, you will need:

• Exceptional Attention to Detail: A proven ability to manage tasks with precision and a commitment to maintaining the highest standards of accuracy in all aspects of your work.
• Outstanding Organisational Skills: The capacity to manage multiple responsibilities simultaneously, prioritise tasks effectively, and maintain a high level of organisation in a dynamic environment.
• Advanced Administrative Proficiency: High-level skills in the Microsoft Office Suite and a demonstrated ability to quickly learn and utilise other software systems.
• Strong Communication and Interpersonal Skills: The ability to build rapport and communicate clearly and effectively with a diverse range of people.
• A Proactive and Solutions-Focused Mindset: A commitment to continuous improvement and the ability to identify and resolve problems efficiently.
• Industry Knowledge: A solid understanding of NDIS, HCP, TAC, and/or Workers Compensation programs.
• Mandatory Clearances: A valid and current Police Check, Working with Children Check (WWCC), NDIS Screening Check, evidence of three COVID-19 vaccinations, and an annual flu vaccination.

Preferred Experience:

While not essential, the following will be highly regarded:

• Previous experience in a similar administrative or programs support role where meticulous record-keeping was a key responsibility.
• A working knowledge of relevant care standards and compliance frameworks.
• Prior experience working with people with disabilities, in aged care, or in complex care settings.
• A passion for working with the community and wanting to learn more about the aged care and disability industry.

How to Apply:

If you are a detail-oriented and compassionate administrative professional ready to make a significant contribution to our community, we encourage you to apply.

Simply Helping – Supporting Independence. Enriching Lives.