Job Description

Role Definition and Purpose

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The Rostering Officer is responsible for supporting the effective planning, coordination, and administration of the workforce to ensure safe, efficient, and sustainable service delivery across the organisation. This role plays a critical part in maintaining workforce stability by proactively identifying staffing needs, coordinating onboarding activities, managing roster compliance, supporting payroll accuracy, and facilitating communication between operational, clinical, recruitment, and client stakeholders.

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The Rostering Officer works collaboratively with internal teams, clients, families, and employees to ensure workforce availability aligns with service requirements, maintaining continuity of care and a positive experience for all stakeholders.

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Key Duties and Responsibilities

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Workforce Planning and Gap Identification

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- Monitor staffing levels across all teams daily to identify current and emerging workforce gaps.
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- Proactively identify and escape workforce risks before they impact service delivery.
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- Initiate recruitment requests and communicate anticipated workforce requirements.
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- Collaborate closely with the recruitment team to ensure candidate pipelines align with forecast roster demands.
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- Assist in workforce planning activities to support business growth and service continuity.
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Onboarding Coordination and Engagement

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- Coordinate meet and greet sessions between clients, families, and prospective support staff.
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- Ensure all relevant client and employee information is prepared prior to meet and greet appointments.
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- Follow up with families and current employees to confirm suitability, gather feedback, and address concerns.
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- Support a positive onboarding experience that promotes successful staff integration and client satisfaction.
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- Promptly identify, document, and escalation any child safety concerns in accordance with organisational policies and legislative reporting requirements.
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Training and Clinical Readiness

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- Liaise with Recruitment and Clinical Teams to arrange mandatory and client-specific training for new employees.
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- Coordinate buddy shifts and supervised support opportunities to facilitate safe onboarding.
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- Assist in delivering onboarding and orientation activities where required.
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- Collaborate with nursing and clinical staff to schedule competency assessments and sign-offs.
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- Monitor employee competency records and ensure mandatory certifications remain current.
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- Escalate competency or compliance gaps to the appropriate clinical team members for action.
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Roster Management and Compliance

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- Develop, maintain, and monitor rosters to ensure adequate staffing levels across all services.
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- Ensure the following roster timelines are achieved:
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- Next week's roster finalised by Tuesday each week.
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- Rosters distributed to employees by Wednesday each week.
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- Future rosters published a minimum of four weeks in advance.
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- Monitor roster compliance with organisational policies, award requirements, fatigue management principles, and workforce availability.
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- Maintain accurate records relating to roster changes, shortages, and escalation activities.
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- Assist with after-hours and on-call rostering requirements as directed.
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- Support broader workforce coordination activities as required.
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Overtime Prevention and Cost Control

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- Generate and review regular overtime and workforce utilisation reports.
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- Identify trends contributing to overtime costs and staffing inefficiencies.
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- Implement proactive strategies to minimise overtime while maintaining service quality.
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- Escalate identified overtime risks to management and provide practical recommendations.
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- Support organisational efforts to optimise workforce costs and resource allocation.
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Payroll Preparation and Verification

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- Complete daily roster and payroll checks to ensure employee shifts are accurately recorded.
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- Verify attendance records, roster allocations, and shift changes against payroll requirements.
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- Conduct final payroll verification each Monday prior to invoice generation.
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- Identify discrepancies and coordinate corrective actions before payroll processing and invoicing.
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- Maintain accurate payroll-related documentation and records.
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Team Collaboration and Communication

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- Work collaboratively with Clinical, Recruitment, Operations,



and Administration teams to support service delivery outcomes.
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- Maintain open, professional, and timely communication regarding roster changes, staffing risks, and operational requirements.
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- Provide responsive support to employees, clients, and families regarding roster-related enquiries.
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- Foster positive working relationships across all stakeholders.
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- Contribute to a culture of teamwork, accountability, and continuous improvement.
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General Responsibilities

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- Adhere to all organisational policies, procedures, and legislative requirements.
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- Maintain confidentiality and privacy of client, employee, and organisational information.
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- Participate in team meetings, performance reviews, and professional development activities.
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- Promote and support workplace health and safety initiatives.
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- Demonstrate commitment to child safety and safeguarding responsibilities.
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- Undertake other duties reasonably within the scope of the role.
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Qualifications, Experience and Knowledge (Preferred)

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- Experience working within the disability, aged care, community care, healthcare, or palliative care sectors.
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- Knowledge and understanding of:
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- National Disability Insurance Scheme (NDIS)
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- Aged Care Standards
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- Child Safety principles and reporting obligations
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- Workforce planning and rostering principles
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- Experience using TurnPoint Care (TPC) or similar workforce management systems.
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- Demonstrated ability to quickly learn and adapt to new systems, technologies, and processes.
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- Previous experience in rostering, workforce coordination, scheduling, administration, or payroll support roles.
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Key Selection Criteria

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The successful applicant will demonstrate:

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- Experience managing rosters within a healthcare, disability, aged care, or community services environment.
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- Ability to proactively identify workforce shortages and coordinate solutions.
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- Strong administrative and payroll verification skills.
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- Excellent communication and stakeholder engagement abilities.
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- Ability to work effectively in a fast-paced environment with changing priorities.
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- Strong attention to detail and commitment to compliance.
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- Demonstrated problem-solving and decision-making capabilities.
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- Commitment to child safety and quality service delivery.
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📌 Rostering Officer (Queensland)
🏢 Recruitment 24/7
📍 Queensland