Admissions Support Role - Administration Officer

Reports To: Admissions Manager
Location: Oxa Care, Epping
Employment Type: Full-Time 38 Hrs Per Week

Please ensure you have a CV and a Cover Letter specific to this role. This is Residential Aged Care. Please ensure you are very specific in your application, your cover letter and your CV.

About Us

Oxa Care is a leading residential aged care provider in Melbourne's north. With a strong focus on resident wellbeing, compliance, and service excellence, we are seeking a highly organised and proactive Administration Officer – Admissions Support to drive continuous improvement across our facility. This role will suit someone who is not only process-driven but also eager to get involved in day-to-day operations and make a practical difference in welcoming new residents. Must have Residential Aged Care experience to be considered.

About This Role

Are you passionate about making first impressions count and supporting smooth transitions for older adults and their families? Oxa Care is seeking a dedicated Administration Officer – Admissions Support to join our team and become the vital link between prospective residents, families, and our care facility.

In this rewarding role, you'll be at the heart of the admissions journey, ensuring every enquiry is handled with warmth and professionalism, every detail is meticulously managed, and every new resident's arrival is seamless and welcoming.

What You'll Do

Enquiry Management

Respond to admission enquiries via phone, email, and walk-ins with warmth and professionalism

Document all contacts and enquiry details in the CRM (Pipedrive) system

Provide initial information about services, fees, and availability

Schedule callback appointments for complex enquiries

Maintain enquiry tracking logs and follow-up schedules

Conduct tours for prospective clients to assist the Admissions Team

Pre-Admission Coordination

Book and coordinate resident pre-admission meetings and facility tours

Prepare tour materials and information packages for prospective residents

Conduct basic eligibility assessments and screening

Coordinate with clinical staff for handover and assessment appointments

Schedule and confirm attendance for pre-admission meetings

Documentation and Compliance

Prepare and collate admission packs, resident agreements, and associated documents

Track completion and return of signed agreements and required forms

Ensure correct document filing and version control

Assist with verifying ACAT approvals, Centrelink means assessments, and Medicare information

Follow up with families and representatives regarding outstanding documentation

Maintain document checklists and compliance tracking systems

Database and Record Management

Maintain the admissions register and CRM (Pipedrive) database

Update waiting list status and priority rankings

Generate admission pipeline reports and occupancy forecasts

Track and update room availability in real-time

Maintain accurate resident contact databases

Archive completed admission files according to policy

Check recurring charges, invoices, and contracts

Issue and collect contracts, signatures, and POA documents

Resident Transition Support

Coordinate resident welcome logistics including signage and room setup communication with RCLs

Prepare orientation packs and welcome materials

Schedule move-in appointments and coordinate logistics with the RCLs

Liaise with families, allied health teams, and care teams

Conduct post-admission follow-up calls with families

Reporting and Analysis

Support the Admissions Manager in preparing monthly and quarterly reports

Compile occupancy statistics and trends analysis

Track conversion rates from enquiry to admission

Maintain waiting list analytics and demographic reporting

Assist with budget forecasting based on admission projections

Additional Administrative Tasks

Manage admission-related correspondence and filing systems

Coordinate marketing material distribution and updates

Assist with open day events and community presentations

Maintain office supplies inventory for admissions department

Perform other administrative tasks as requested by management to support team operations

Cover reception duties including phone answering, visitor management, and deliveries as required

What We're Looking For

Essential Requirements:

Strong communication skills – you'll be the first point of contact for families making one of life's most significant decisions

Experience in residential aged care administration or healthcare settings – understanding of the aged care sector and person-centered service

Exceptional attention to detail – experience with database management, documentation, and compliance tracking

Problem-solving abilities – capacity to manage multiple priorities and coordinate across teams

Collaborative mindset – passion for working as part of a caring team

MS Office, Word, Excel, Outlook

Pleasant phone manner

Highly Regarded:

Qualifications in business administration, health administration, or related fields

Experience with CRM systems, particularly Pipedrive

Familiarity with ACAT processes, means assessments, and aged care funding arrangements

Knowledge of Aged Care Quality Standards and compliance requirements

Your Impact

Success in this role means:

Achieving prompt response times to all enquiries within 24 hours

Maintaining accurate and up-to-date CRM records with 100% compliance

Supporting smooth resident transitions with positive family feedback

Contributing to occupancy targets through effective enquiry management

Ensuring all admission documentation is complete and compliant

Why Choose Oxa Care?

At Oxa Care, we believe every resident's journey with us should begin with exceptional care and attention. As our Administration Officer – Admissions Support, you'll be empowered to make a real difference in welcoming new residents and their families, working in an environment that values:

Person-centered care that respects individual preferences and dignity

Continuous improvement through attention to detail and process excellence

Professional development in aged care administration

Meaningful work that enhances wellbeing and quality of life

Ready to Make Every Welcome Matter?

Position: Administration Officer – Admissions Support
Employment Type: Full-Time
Location: Oxa Care Residential Aged Care Facility, Epping
Reports to: Admissions Manager

If you're warm, approachable, and passionate about supporting older adults and their families during the important transition to aged care, we'd love to hear from you.

Apply now and become part of a team where your dedication to exceptional service will truly make a difference in the lives of our residents and their families.

Oxa Care is committed to creating inclusive, respectful environments where every resident can thrive. We welcome applications from candidates of all backgrounds who share our commitment to person-centered care.