The Onemda Association is seeking a highly organised and proactive Administrative and Scheduling Assistant to join our Customer Hub team in Corporate. This is an exciting opportunity to play a vital role in supporting smooth day-to-day operations, coordinating schedules and helping deliver a positive experience for the people we support, their families and our dedicated teams. If you enjoy bringing order to busy environments, building strong relationships and making a meaningful difference through your work, we would love to hear from you.

The Onemda Association is seeking an organised, customer-focused Administrative and Scheduling Assistant to join the Customer Hub. This permanent, full time role provides essential administrative and scheduling support to help ensure customers, families, employees and stakeholders receive a responsive, accurate and professional service.

Working closely with Customer Hub colleagues and operational teams, you will coordinate schedules, maintain accurate records, respond to enquiries and support the smooth delivery of services. You will bring excellent attention to detail, strong communication skills and the ability to manage competing priorities in a busy, customer-centred environment.

Key responsibilities include:

- Provide high-quality administrative support to the Customer Hub and relevant operational teams.
- Coordinate and maintain staff rosters, appointments, customer schedules and service bookings, ensuring information is accurate, current and communicated promptly.
- Respond to telephone, email and in-person enquiries in a professional, welcoming and timely manner, escalating matters where appropriate.
- Liaise with customers, families, employees and external stakeholders to confirm arrangements,



communicate changes and resolve scheduling queries.
- Support the allocation of shifts and services, taking into account customer needs, employee availability, skills, service requirements and organisational procedures.
- Monitor schedule changes, cancellations and urgent requests, ensuring appropriate action is taken and relevant stakeholders are informed.
- Maintain confidential customer, employee and service records in accordance with privacy requirements, organisational policies and relevant legislation.
- Accurately enter, update and retrieve information from internal systems, databases, spreadsheets and other administrative tools.
- Prepare correspondence, reports, rosters, meeting materials and other documentation as required.
- Assist with the administration of onboarding, compliance documentation, training records and other workforce-related processes.
- Identify scheduling conflicts, incomplete information and potential service gaps, and work collaboratively with colleagues to find timely solutions.
- Support continuous improvement by identifying opportunities to streamline administrative processes and enhance the customer experience.
- Maintain a well-organised filing and document management system, ensuring records are accessible, secure and retained appropriately.
- Participate in team meetings,



contribute to a positive and inclusive workplace culture, and undertake other reasonable duties consistent with the role.

Success in this role will require:

- Strong administrative and organisational skills, with the ability to prioritise tasks and meet deadlines.
- Excellent written and verbal communication skills, with a respectful and customer-centred approach.
- High attention to detail and a commitment to maintaining accurate records.
- Confidence using computer-based systems, including email, calendars, spreadsheets and customer or workforce management platforms.
- The ability to manage sensitive information with discretion, professionalism and sound judgement.
- A collaborative approach, flexibility and the capacity to remain calm and effective when managing changing priorities.
- A commitment to the values of The Onemda Association and to supporting inclusive, person-centred services.
- Demonstrated experience in an administrative, customer service, scheduling or coordination role within a fast-paced environment.
- Strong organisational skills, with the ability to manage multiple priorities, maintain accurate records and meet competing deadlines.
- Experience coordinating appointments, rosters, bookings or service schedules, with a high level of attention to detail.
- Excellent verbal and written communication skills, with the ability to communicate professionally and respectfully with customers, families, staff and external stakeholders.
- A customer-focused approach and the ability to respond to enquiries with empathy, discretion and professionalism.
- Proficiency in Microsoft Office applications, including Outlook, Wo

📌 Administrative and Scheduling Assistant (Melbourne)
🏢 Onemda Association
📍 Melbourne