Admissions Support Role - Administration Officer

Reports To: Admissions Manager
Location: Oxa Care, Epping
Employment Type: Full-Time 38 Hrs Per Week

About Us

Oxa Care is a leading residential aged care provider in Melbourne's north. With a solid focus on resident wellbeing, compliance, and service excellence, we are seeking a highly organised and proactive Administration Officer – Admissions Support to drive continuous improvement across our facility. This role will suit someone who is not only process-driven but also eager to get involved in day-to-day operations and make a practical difference in welcoming new residents. Must have Residential Aged Care experience to be considered.

About This Role

Are you passionate about making first impressions count and supporting smooth transitions for older adults and their families? Oxa Care is seeking a dedicated Administration Officer – Admissions Support to join our team and become the vital link between prospective residents, families, and our care facility.

In this rewarding role, you'll be at the heart of the admissions journey, ensuring every enquiry is handled with warmth and professionalism, every detail is meticulously managed, and every new resident's arrival is seamless and welcoming.

What You'll Do

Enquiry Management

- Respond to admission enquiries via phone, email, and walk-ins with warmth and professionalism

- Document all contacts and enquiry details in the CRM (Pipedrive) system

- Provide initial information about services, fees, and availability

- Schedule callback appointments for complex enquiries





- Maintain enquiry tracking logs and follow-up schedules

- Conduct tours for prospective clients to assist the Admissions Team

Pre-Admission Coordination

- Book and coordinate resident pre-admission meetings and facility tours

- Prepare tour materials and information packages for prospective residents

- Conduct basic eligibility assessments and screening

- Coordinate with clinical staff for handover and assessment appointments

- Schedule and confirm attendance for pre-admission meetings

Documentation and Compliance

- Prepare and collate admission packs, resident agreements, and associated documents

- Track completion and return of signed agreements and required forms

- Ensure correct document filing and version control

- Assist with verifying ACAT approvals, Centrelink means assessments, and Medicare information

- Follow up with families and representatives regarding outstanding documentation

- Maintain document checklists and compliance tracking systems

Database and Record Management

- Maintain the admissions register and CRM (Pipedrive) database

- Update waiting list status and priority rankings

- Generate admission pipeline reports and occupancy forecasts





- Track and update room availability in real-time

- Maintain accurate resident contact databases

- Archive completed admission files according to policy

- Check recurring charges, invoices, and contracts

- Issue and collect contracts, signatures, and POA documents

Resident Transition Support

- Coordinate resident welcome logistics including signage and room setup communication with RCLs

- Prepare orientation packs and welcome materials

- Schedule move-in appointments and coordinate logistics with the RCLs

- Liaise with families, allied health teams, and care teams

- Conduct post-admission follow-up calls with families

Reporting and Analysis

- Support the Admissions Manager in preparing monthly and quarterly reports

- Compile occupancy statistics and trends analysis

- Track conversion rates from enquiry to admission

- Maintain waiting list analytics and demographic reporting

- Assist with budget forecasting based on admission projections

Additional Administrative Tasks

- Manage admission-related correspondence and filing systems

- Coordinate marketing material distribution and updates

- Assist with open day events and community presentations

- Maintain office supplies inventory for admissions department

- Perform other administrative tasks as requested by management to support team operations

- Cover reception duties including phone answering, visitor management, and deliveries as required

What We're Looking For

Essential Requirements:

- Strong c

📌 Admissions Support Role (Melbourne)
🏢 Oxa Care
📍 Melbourne