Why work for us?
Here at Harbourside Port Stephens, we have been supporting our local community for the last 40 years. We pride ourselves on being a not-for-profit organisation that pays individual attention to the needs and quality of life of our residents and when you join us, you will enjoy working alongside a team that is committed to continually ensuring that all our residents receive the highest quality of care.

About the company

Harbourside Port Stephens set alongside the crystal blue waters of Port Stephens. With over 40 years of experience in the industry Harbourside Port Stephens prides itself on being a not-for-profit organisation who pays particular attention to the needs and quality of life of our residents. We are committed to ensuring that all residents receive the best services and that we continually improve our quality of care.

Workplace Location

Our facility is located in Shoal Bay Port Stephens, one of NSW favourite holiday destinations. Harbourside Port Stephens is perfectly positioned to enjoy the Peninsula and the surrounding areas.

Job Description

Purpose of Role

The Residential Care Administrator provides high-level administrative support to the Executive Manager Residential Care and the broader Residential Care leadership team. The role is responsible for ensuring the smooth day-to-day administrative operations of Residential Care while maintaining high standards of customer service, organisation, confidentiality and accuracy.

A key function of this position is to provide leave coverage and operational support across a range of Residential Care administrative functions, including Clinical Administration, Reception, AN-ACC coordination and Admissions, ensuring continuity of service across the Residential Care business unit.

Key Responsibilities

Residential Care Administration

- Provide administrative support to the Executive Manager Residential Care and Residential Care leadership team.
- Assist in the effective day-to-day administration of Residential Care services.
- Prepare correspondence, reports, presentations and other documentation as required.
- Coordinate meetings,



including preparing agendas, taking minutes, distributing meeting papers and following up action items.
- Maintain electronic and hard copy records in accordance with organisational policies and legislative requirements.
- Support the preparation and maintenance of operational documentation, policies, procedures and quality records.
- Respond professionally to enquiries from residents, families, staff, visitors and external stakeholders.
- Assist with ordering, maintaining and monitoring office supplies and administrative resources.
- Participate in projects and continuous improvement initiatives as directed.
- Leave Coverage and Cross-Functional Support
- Provide planned and unplanned leave relief across Residential Care administrative functions, including:
- Clinical Administration
- Maintain resident records within electronic clinical systems.
- Assist with admission, discharge and archiving of resident documentation.
- Support clinical documentation processes and general clinical administrative duties.
- Prepare reports and documentation required by the Residential Care leadership team.

Reception

- Provide reception services including greeting visitors, answering and directing telephone calls and responding to general enquiries.
- Manage incoming and outgoing mail, deliveries and general office administration.
- Ensure a welcoming and professional first point of contact for residents, families and visitors.

AN-ACC Coordination

- Assist with administrative tasks associated with AN-ACC funding and assessments.
- Support documentation management, data entry and reporting requirements.
- Liaise with internal staff to ensure required documentation is completed accurately and within required timeframes.

Admissions





- Assist with the resident admissions process including enquiries, documentation and coordination of admission requirements.
- Prepare admission packs and resident information.
- Liaise with prospective residents, families and internal departments to facilitate smooth admissions and transitions.

Quality and Compliance

- Assist in maintaining compliance with the Aged Care Quality Standards and organisational policies.
- Support quality improvement activities, audits, accreditation preparation and action plans.
- Maintain confidentiality and privacy of resident and organisational information at all times.
- Comtribute to a culture of continuous improvement, teamwork and excellent customer service.

Team Contribution

- Work collaboratively with all Residential Care departments.
- Demonstrate flexibility by supporting changing operational priorities.
- Foster positive working relationships across the organisation.
- Undertake other duties consistent with the position as directed by the Executive Manager Residential Care.

Service Delivery

- All employees must adhere to the Aged Care Quality and Safety Commission standards, which include the Statement of Rights, Aged Care Code of Conduct, and Financial and Prudential Standards.
- Undertake duties with a customer service approach (having a “Can do” attitude). Effective communication and interaction with all internal and external stakeholders.
- Work within a team orientated environment
- Positively interacts and communicates with clients, employees, volunteers and visitors

Desired Skills and Experience

Qualifications & Training

- Certificate III in Administration or similar, minimum

Experience

- Experience working in aged care or health care preferable
- Effective communication and interpersonal skills
- Ability to work collaboratively within a multidisciplinary team
- Understanding of the Aged Care Sector
- Awareness of WHS requirements, manual handling and infection control
- Time management and organization skills

Compliance

- National Criminal History Check (3 yearly)

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📌 Residential Care Administrator RC (Shoal Bay)
🏢 Harbourside Port Stephens
📍 Shoal Bay