Intake and Administration Officer

About the role
In this role, you will provide a client‑centred intake, assessment and administrative function for Council‑delivered aged care services. As a key entry point into Council’s community care programs, the role supports older people and eligible clients to access appropriate services that promote independence, wellness, reablement and quality of life.

You will provide high‑quality end‑to‑end administrative support across functions such as rostering, finance, payroll, recruitment and reporting systems. The position maintains strong data integrity, compliance and record management, while delivering responsive customer service to clients, carers, staff and the broader community 

Work type: Permanent Full Time
Classification: Band 4 $73,796 pa plus super

Key responsibilities include:

• Manage and triage incoming referrals and enquiries via the My Aged Care Portal, undertaking initial needs identification and coordinating the onboarding of eligible Aged Care and HACC PYP clients, ensuring timely action within required timeframes.
• Maintain accurate and timely data entry and record management in My Aged Care and Council client management systems (including Carelink), supporting funding compliance, reporting and effective service delivery.
• Provide end‑to‑end administrative support to the Community Care team
• Monitor and manage multiple administrative inboxes, waitlists and workflows, triaging, actioning and escalating items as required to ensure timely and responsive outcomes.
• Deliver high‑quality customer service to older people, their representatives, Community Care colleagues and other stakeholders, providing guidance and assistance within role scope and escalating matters where appropriate.

About you
The ideal candidate for this role will have a background in Administrative roles, preferably within a complex service delivery or community care environment. You will enjoy working in a fast paced environment, engaging with a diverse range of people and using your administration skills to problem solve, and identify efficiencies in process and procedures.

Essential Experience:

• Experience in creating a customer excellence experience through interactions with older people, their registered supporters and people with complex care needs.
• Experience working across multiple systems and platforms, with a strong focus on accuracy and attention to detail
• Well-developed interpersonal skills support, influence and collaborate with relevant stakeholders.
• Demonstrated experience undertaking end‑to‑end administrative processes
• Current Working with Children’s Check (employee)

Preferred candidates will be required to undergo a National Police Check as part of the recruitment process (funded by the City).

If this sounds like the role for you, then click apply now!

Child Safety Responsibilities 
We are committed to being a child-safe organisation and have zero-tolerance for child abuse. We have specific policies, procedures, and mandatory training in place to support employees, volunteers, and contractors to achieve and adhere to these commitments. Please read our Child Safe Standards Management Policy.  

Diversity and Inclusion 
At the City we want a workforce that reflects the community we live in. We welcome and embrace everyone, all people with their own unique experiences, and support and encourage all our employees to do their best work, have equal access to opportunities and a just working environment. For this reason, we particularly welcome and encourage applications from First Nations people, people with diverse cultural and linguistic backgrounds, from the LGBTQIA+ community, people with disability and people of all genders, ages and diverse experience.

We are the City
From parks to offices, childcare centres to works depots, leisure facilities to the Wool Museum and waterfront, our team plays a vital role in shaping our vibrant and growing community. Our community counts on us to get the essentials right while looking for ways to go beyond. By listening, collaborating, and focusing on sustainability, we strive to do the basics brilliantly and create a lasting impact. If you’re ready to be part of something bigger, join us in shaping the future of Geelong.

We support accessibility and encourage discussions about any adjustments or support you may need during the recruitment process.

Applications and Enquiries
Click the Position Description link to view more information about this position.

Enquiries: Irene Kadenbach – Senior assessment & Review Officer | IKadenbach@geelongcity.vic.gov.au

Click the Apply button to submit your application or find out more about this opportunity. If we can assist you with any reasonable adjustments in order to submit your application for this role, please contact the Talent Acquisition team via email at careers@geelongcity.vic.gov.au  noting your preferred method of communication and contact details and a member of the team will be in touch.

We collect demographic data to help us learn who our advertisements are reaching and how we can reach an even more diverse audience. We are committed to building a more diverse team. Your responses to our demographic questions are strictly confidential and will not be individually shared.

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