Scheduling Coordinator

About Us:

Mighty Mentors is a leading provider of disability services, dedicated to enhancing the lives of individuals through the National Disability Insurance Scheme (NDIS). We take pride in delivering person-centred care and support, empowering people with disabilities to live with choice, dignity, and independence.

Job Summary:

We're currently seeking a highly organised and detail-oriented Scheduling Coordinator to join our team. In this role, you'll coordinate and manage the schedules of our support workers and mentors, ensuring smooth and efficient shift coverage for both permanent and temporary placements.

You'll work closely with other departments to align staff availability with participant needs and business priorities, while maintaining compliance with labour regulations and NDIS standards. Success in this role requires strong problem-solving skills, the ability to prioritise competing tasks, and a proactive approach to adapting to regularly changing circumstances, all key to ensuring seamless service delivery.

Key Responsibilities:

• Collaborate with service coordinators and other departments to match new and existing clients with suitable mentors, considering client needs, mentor availability, location, and other relevant factors
• Schedule and coordinate employee shifts to ensure optimal care, consistency, and service continuity for clients.
• Proactively monitor and manage schedules, responding promptly to absences, cancellations, and last-minute changes while communicating updates effectively to staff and clients.
• Maintain accurate and up-to-date mentor information, including profiles, availability, leave requests, shift adjustments, etc…
• Review and approve timesheets with a strong focus on accuracy, ensuring compliance with documentation requirements such as case notes, travel logs (km's), incident reports, and other relevant records.
• Liaise with Accounts/HR department in relation to Mentor payroll queries.
• Handle and resolve scheduling inquiries from both staff and clients with professionalism, empathy and efficiency.
• Ensure compliance with labour laws, company policies, and employment contracts related to scheduling and working hours.
• Analyse scheduling data to identify trends, support workforce planning, and enhance overall service delivery.
• Actively participate in team meetings and contribute to ongoing process and service improvements.

About You:

• Proven experience in administration, scheduling, rostering, or workforce management, preferably within the NDIS or Aged Care sectors.
• Exceptional communication and interpersonal skills, fostering teamwork, collaboration, and positive client engagement.
• Committed to delivering outstanding customer service, demonstrating professional telephone etiquette, active listening, and clear, courteous communication with clients and colleagues.
• Strong problem-solving abilities, maintaining professionalism, patience, and efficiency under pressure.
• Highly organised, with the ability to multitask, prioritise workloads, and manage time effectively.
• Meticulous attention to detail, ensuring quality and accuracy in all tasks.
• Proficient in scheduling software and tools, such as ShiftCare (highly desirable).
• Knowledge of labour laws and regulations relevant to support workers is advantageous.

Why Join Us:

• Competitive salary and annual performance-based bonuses.
• Work within a friendly, inclusive, and supportive team environment.
• Engage in meaningful work that makes a real difference in a client-centred setting.
• Participate in regular social and team-building events.
• Be part of an organisation that values your contribution, growth, and wellbeing.

How to Apply:

Interested candidates should submit their resume and a cover letter detailing their experience and qualifications via Seek or email