Allegiance Heart & Home Care is seeking a professional, organised and client-focused Intake & Administration Officer to support our growing Support at Home and NDIS services.This role is ideal for someone who enjoys speaking with clients and families, coordinating services, managing enquiries and ensuring the intake process runs smoothly from first contact through to service commencement.You will often be the first person a prospective client or family speaks with, so we are looking for someone who is warm, confident, highly organised and able to represent our organisation professionally.About the RoleThe Intake & Administration Officer will manage new enquiries, client onboarding, follow-ups and general service administration across our aged care and NDIS programs.Your responsibilities will include:
Responding to new client enquiries by phone, email and online enquiry forms
Speaking with clients, families and representatives to understand their support needs
Managing prospective clients through the intake process
Maintaining an accurate intake and enquiry CRM
Following up new enquiries and ensuring no enquiry is left without a next action
Collecting and recording client and funding information
Coordinating intake appointments and assessments
Preparing and sending service agreements, consent forms and onboarding documents
Following up unsigned or incomplete documentation
Assisting with Support at Home and NDIS client onboarding
Liaising with Care Managers, Registered Nurses, support workers and external providers
Assisting with worker allocation and initial service scheduling
Maintaining accurate client records and administrative notes
Responding to client and family enquiries in a professional and timely manner




Following up allied health providers and other service providers for required documentation
Supporting the administration team with service records, progress notes and invoicing documentation
Escalating clinical, safeguarding, complaint or high-risk matters to the appropriate manager or clinician
Providing general administrative support as required
About YouWe are looking for someone who is:
Friendly, professional and confident communicating with clients and families
Highly organised with strong attention to detail
Comfortable speaking on the phone and following up enquiries
Able to build rapport quickly
Able to manage multiple enquiries and priorities at the same time
Reliable and able to follow tasks through to completion
Confident using computers, spreadsheets and online systems
Able to maintain accurate and confidential records
Proactive and willing to take ownership of tasks
Calm and professional when dealing with sensitive situations
Essential Requirements
Robust written and verbal communication skills
Excellent administrative and organisational skills
Good computer literacy
Ability to work independently and as part of a team
Ability to maintain confidentiality and handle sensitive information appropriately
Australian working rights




Highly RegardedPrevious experience in any of the following will be highly regarded:
Aged care
Support at Home
Home Care Packages
NDIS
Disability services
Healthcare administration
Client intake
Rostering or scheduling
Case management administration
Allied health administration
Experience using systems such as ShiftCare, Employment Hero, My Aged Care, PRODA, NDIS portals, Microsoft Office, Xero or electronic signing platforms would also be advantageous.What We Are Looking ForThis role is more than general administration.We are looking for someone who understands that every enquiry may represent an older person, person with disability or family who is trying to organise important support.The successful applicant should be able to make people feel listened to, provide clear information, take ownership of follow-up and ensure the client understands what happens next.Why Join Allegiance Heart & Home Care?
You will join a growing care organisation with the opportunity to play an important role in improving our client intake and onboarding experience.You will work closely with management, care staff and service providers while helping clients and families access the support they need.Occasional travel to client homes may be required.
Applicants should hold a current driver licence and have access to a reliable, comprehensively insured vehicle.
Approved work-related travel will be reimbursed.
How to ApplyPlease submit your resume together with a short cover letter outlining:
Your relevant experience
Any aged care or NDIS experience
Your experience dealing with clients or families
Why you believe you would be suitable for this role

📌 Intake & Administration Officer – Aged Care & Ndis (Sydney)
🏢 Allegiance Heart and Home Care
📍 Sydney