Behind every great care team is someone keeping the wheels turning smoothly.

At Carexcell, that someone could be you. Join our growing team that supports people from all walks of life.

We are looking for a warm, organised and capable Administration Officer to become the heartbeat of our Coffs Harbour office. It is about creating calm in busy moments, clarity in complex systems, and confidence for clients who rely on us.

You will support service delivery across Aged Care, Veterans' services including Department of Veterans' Affairs programs, and the National Disability Insurance Scheme. Every call you answer and every record you update helps ensure someone receives the right support at the right time.

Why This Role Matters

You are often the first voice people hear and the first smile they see. Older Australians, veterans, people with disability and their families contact us at important moments in their lives. Your professionalism, warmth and attention to detail will shape their experience from day one.

If you take pride in being organised, calm under pressure and genuinely kind, you will thrive here.

What You Will Be Doing

Client Engagement and Data Management

• Monitor and manage referrals through CRM, My Aged Care, DVA and NDIS portals

• Contact clients and representatives to confirm services and gather documentation

• Maintain accurate and confidential client records

• Liaise with families, allied health providers, support coordinators and care teams

• Upload documentation to funding portals to support compliant claiming

• Communicate clearly and compassionately with diverse client groups

Administrative Support

• Act as the first point of contact for calls, emails and visitors

• Provide high-level administrative support to leadership and care teams

• Maintain compliance registers and training records

• Prepare meeting agendas and take accurate minutes

• Coordinate correspondence, mail-outs and document preparation

• Assist with newsletters and community communication materials

Team and Resource Coordination

• Support recruitment and onboarding processes

• Prepare service agreements and coordinate new client commencements

• Monitor PPE and office supply levels

• Provide responsive support to frontline staff

Operational and Rostering Support

• Assist with scheduling and rostering as required

• Communicate roster updates clearly and promptly

• Support local networking and community engagement activities

• Assist with operational tasks in line with organisational policies

Compliance and Quality

• Maintain knowledge of Aged Care, DVA and NDIS guidelines

• Ensure administrative processes meet privacy and legislative standards

• Support audits and continuous improvement initiatives

What You Bring

• Relevant qualifications in administration or demonstrated experience

• Excellent verbal and written communication skills

• Strong Microsoft Office capability

• Exceptional organisational skills and attention to detail

• A professional, friendly phone manner

• Confidence working with vulnerable, aged and disadvantaged people

• Ability to follow documented procedures while thinking proactively

• Willingness to complete additional education as required

Most importantly, you are presentable, approachable and emotionally intelligent. You know how to balance efficiency with empathy.