Administration Officer

About Cohort Staffing:

Cohort Staffing is a leading homecare and disability sector staffing agency. We connect experienced and compassionate support workers with care providers across Victoria. With a deep understanding of industry needs, we focus on creating meaningful employment opportunities while delivering exceptional support to our clients.

About the Role:

We are seeking a proactive and energetic Administration Officer to join their growing team. This is a dynamic and diverse role that goes beyond the desk. We're looking for someone who thrives in a fast-paced environment, enjoys variety in their day, and is confident dealing with a wide range of stakeholders.

This role is based onsite at our Werribee office, and we're looking for a part-time team member to work either 4 days per week or 7 days per fortnight.

Key Responsibilities

• Working closely with the Department Managers to provide support to our clients, internal team and stakeholders
• Visit client homes to ensure quality standards are maintained, complete compliance checklists, report any issues or concerns, and provide feedback to the management team. Travel will be required, so a valid driver's license is essential
• Handle incoming phone calls, emails, and in-person queries in a professional and friendly manner. Provide information, direct enquiries to appropriate staff, and ensure prompt follow-up to maintain a high level of customer service.
• You'll act as a key point of coordination, helping to maintain positive relationships and ensure smooth service delivery.
• Assist the Scheduling Team in managing staff and client rosters, ensuring schedules are accurate and up to date, handling last-minute shift changes, and confirming all shifts are properly covered and approved in a timely manner.
• Communicate effectively with clients, families, support workers, external providers, and internal teams. You'll play a key role in ensuring everyone stays informed and connected to support seamless service delivery.
• Ensure client files, visit reports, compliance documents, and internal databases are kept up to date and in line with NDIS quality and safeguarding requirements. Attention to detail and confidentiality is critical.
• Maintain accurate and compliant client records, reports, and databases in line with NDIS standards, ensuring confidentiality and attention to detail.

About You

We're seeking candidates who bring a mix of professionalism, warmth, and adaptability to the role. Ideally, you will have:

• Excellent customer service and skills, with a friendly and approachable manner
• Knowledge OR Experience with the NDIS – Disability, Nursing, Healthcare & Allied Health industry
• A background in real estate is highly desirable, particularly with tenancy or property coordination
• Proven experience in administration and reception roles, including handling a busy front desk and supporting operational teams
• Strong ability to multitask, stay organised, and remain flexible in a fast-paced, ever-changing environment
• Excellent computer skills (MS Office, Word, Excel and PowerPoint). Technology savvy individual who can use various applications
• Experience in managing high volume, complex inbound calls and email correspondence – delivering high quality customer service, ideally within a medical or health care related environment
• A valid driver's license and willingness to travel as part of the role

If you are successful in the role you will need to supply:

• Current Full Drivers' licence and be willing to travel
• NDIS Worker Screening Check
• Working with Children's Check
• Other compliance documentation

Why Join Cohort Staffing?

• Be part of a passionate and client-focused NDIS provider
• Work in a supportive and collaborative environment
• Enjoy a flexible work structure with variety and autonomy
• Opportunity to grow within a thriving sector

To be considered for this role please ensure you complete the Screening questions sent to you from no- once you have applied.

We are committed to child safety. This role requires compliance with child safety policies and completion of pre-employment checks, including Working with Children Checks.

Successful applicants must be eligible to work in Australia and agree to provide information for pre-employment checks as required for the position.

We look forward to hearing from you