Healthcare Operations & Rostering VA| NDIS / Disability Services

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TYPE OF WORK

Full Time

SALARY

950

HOURS PER WEEK

40

DATE UPDATED

Oct 1, 2026

JOB OVERVIEW

We are an Australian disability support company looking for an exceptional Operations & Rostering Virtual Assistant to join our team long-term.
This is not a general VA position.
We are looking for someone who is extremely organised, highly accurate, comfortable working with schedules and records, and capable of noticing when something doesn't look right before it becomes a problem.
If you have previously worked in healthcare, home care, aged care, disability services, medical administration, workforce scheduling or another compliance-heavy environment, we would particularly like to hear from you.
What you'll be responsible for
Your role will include:
- Managing and updating staff rosters
- Coordinating shift changes, cancellations and replacements
- Checking that shifts are correctly allocated
- Communicating roster changes with the relevant team members
- Maintaining accurate participant and staff records
- Monitoring staff compliance documents and expiry dates
- Following up missing documentation
- Maintaining registers, trackers and administrative records
- Reviewing information for errors or inconsistencies
- Supporting onboarding of new staff
- Assisting with i ---------- , complaint and compliance administration
- Preparing reports and maintaining spreadsheets
- Managing emails and administrative follow-ups
- Following established procedures and checklists
- Identifying outstanding actions and following them through to completion
- Escalating issues when something requires management attention
- Improving administrative processes where you identify a better way of doing something
You will be trusted with important operational information, so accuracy and follow-through are non-negotiable.
The person we're looking for
The strongest candidates will have previous experience in one or more of the following:
- Healthcare administration
- Home-care operations
- Disability or aged-care administration
- Medical administration
- Rostering or workforce scheduling
- Compliance administration
- Quality assurance
- Document control
- HR administration
- Operations coordination
Australian NDIS experience is an advantage, but it is not essential if you have strong healthcare or care-sector operations experience.
You will probably excel in this role if:
You notice the small details other people miss.
You don't need someone constantly reminding you to follow something up.
When you find a problem, you investigate it rather than simply passing it on.
You are comfortable working across multiple systems and keeping information accurate between them.
You can follow a process precisely but also recognise when something doesn't make sense.
You understand that a task isn't finished simply because you've sent an email — it is finished when the required outcome has actually occurred.
You communicate clearly and professionally.
You are comfortable working independently and taking ownership of your area.
This role will NOT suit you if:
You are looking for a basic data-entry position.
You regularly need to be reminded about outstanding work.
You skim instructions rather than reading them carefully.
You are uncomfortable with detailed records, spreadsheets or compliance requirements.
You wait for instructions whenever something unexpected happens.
We would much rather hire one exceptional operator than quickly fill the position with the wrong person.
Systems & skills
You should be confident using:
- Microsoft Office / Microsoft 365
- Excel or Google Sheets
- Email and calendar systems
- Cloud-based record-management systems
- Online rostering or scheduling systems
Experience with CRM, healthcare, HR, rostering or case-management systems is highly regarded.
You do not need to know every system we use. We care more about your ability to learn systems quickly and use them accurately.
How to apply
Please do not send us a generic cover letter.
Start your application with the words:
DETAILS MATTER
Then answer these five questions:
1. Tell us about the most relevant healthcare, home-care, disability, aged-care or medical administration role you have held.
2. What experience do you have managing rosters, schedules, appointments or staff allocation?
3. Give us one real example of a mistake or problem you noticed before anyone else did. What did you notice, and what did you do?
4. Tell us about a role where you were responsible for compliance records, documentation, quality assurance or maintaining accurate information.
5. Imagine a support worker is scheduled to work tomorrow, but while reviewing their file you notice an important compliance document has expired. What would you do?
Please also attach your CV and tell us:
- your expected monthly salary in PHP
- when you could commence
- whether you are currently employed
- your internet connection and backup arrangements
- your preferred working hours
Applications that do not answer the questions above will not progress.

SKILL REQUIREMENT
Admin Data Processing Scheduling Medical Virtual Assistant
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