INNOVATIVE CARE SUPPORT PTY LTD

Trading as EFFICIENT COMMUNITY SUPPORT

Location: Dandenong VIC 3175

Employment Type: Full-time, Permanent Position

Salary: AUD $80,000 – $90,000 per annum + superannuation

Occupation: Office Manager

About Efficient Community Support

Efficient Community Support (ECS) is an NDIS-registered disability support provider in Victoria, committed to delivering personalised support services that promote independence, wellbeing and community participation for people with disabilities.

Our services include in-home disability support, assistance with daily living, personal care, community participation, skill development and coordination of support services. We work collaboratively with participants, families, support coordinators, healthcare professionals and other service providers to deliver individualised support that reflects participants' needs, preferences and goals.

As our organisation continues to develop its operations and service delivery, we are seeking an experienced and organised Office Manager to oversee the day-to-day administrative functions of the business and support the effective coordination of our community-based services.

About the Role

The Office Manager will be responsible for planning, organising and coordinating the administrative operations and resources of Efficient Community Support.

Working closely with the directors, support coordinators, support workers, allied health professionals and external stakeholders, the successful applicant will ensure that administrative systems, staff coordination, records, financial administration and operational processes are maintained efficiently.

This is a hands-on management position requiring strong organisational, communication, leadership and problem-solving skills, together with the ability to manage competing priorities in a disability and community support environment.

Key Responsibilities

1. Office Administration and Operations

- Plan, coordinate and review the day-to-day administrative operations of the organisation.
- Establish, implement and maintain office procedures, administrative systems and internal workflows.
- Coordinate administrative resources and workloads to support the efficient delivery of disability and community support services.
- Monitor operational processes and identify opportunities to improve administrative efficiency and service quality.
- Coordinate office facilities, equipment, supplies and other administrative resources.
- Prepare operational reports, correspondence, records and documentation for management.
- Assist management with implementing and reviewing administrative policies and procedures.

2. Staff Coordination and Supervision

- Coordinate and allocate administrative duties and workloads to administrative personnel and other relevant staff.
- Organise staff schedules, work priorities and administrative resources in line with operational requirements.
- Monitor staff performance and provide guidance and support to team members.
- Assist management with recruitment, induction, onboarding, training and staff development.
- Coordinate personnel administration, including staff records, leave documentation, training records and payroll information.
- Facilitate effective communication between management, support coordinators, support workers and other team members.
- Identify staffing and administrative resource requirements to support the organisation's operational needs.
- Assist management with maintaining effective workplace practices and staff coordination procedures.

3. Disability Support Service Administration

- Coordinate administrative support for the organisation's NDIS and community support services.
- Liaise with support coordinators, support workers, participants, families, allied health professionals and external service providers.
- Coordinate administrative scheduling for participant appointments, support arrangements and service-related activities.
- Maintain appropriate administrative records relating to participants, service bookings, support arrangements and service delivery.
- Coordinate communications concerning service changes, participant requirements and operational issues.
- Provide administrative support for in-home assistance, personal care, daily living support,



skill development and community participation services.
- Facilitate communication between internal teams and external stakeholders to support continuity of service delivery.
- Assist with resolving administrative issues and escalating complex operational matters to management.
- Support the maintenance of accurate service documentation in accordance with organisational procedures.

4. Records Management and Compliance

- Maintain accurate and up-to-date organisational records, registers, databases and administrative documentation.
- Coordinate the preparation, storage and retrieval of staff, participant and service-related records.
- Maintain confidentiality and appropriate access controls for sensitive organisational and participant information.
- Assist management in maintaining administrative processes consistent with applicable legislation, organisational policies and procedures.
- Support the maintenance of documentation relevant to NDIS service delivery, quality assurance and internal reviews.
- Assist in preparing records and supporting documents for internal audits, external reviews and compliance monitoring.
- Monitor the completion and accuracy of administrative documentation and follow up outstanding records where required.
- Assist management with maintaining appropriate workplace health and safety documentation and procedures.

5. Accounts and Financial Administration

- Monitor office expenditure, invoices, accounts and other administrative financial records.
- Coordinate invoice processing, payment documentation and administrative reconciliation activities.
- Assist with maintaining accurate records relating to service bookings, billing and financial administration.
- Coordinate purchasing activities and maintain expenditure records in accordance with organisational procedures.
- Monitor administrative costs and report discrepancies or operational concerns to management.
- Liaise with accountants, suppliers and other relevant parties regarding routine financial and administrative matters.
- Assist management with preparing operational information and administrative reports.
- Maintain organised financial documentation to support effective business administration.

6. Resources, Purchasing and Supplier Coordination

- Monitor office supplies, equipment and consumables and arrange replenishment when required.
- Coordinate the purchasing, maintenance and replacement of office resources.
- Liaise with suppliers, contractors and service providers regarding operational requirements.
- Maintain appropriate records of purchases, equipment and supplier arrangements.
- Coordinate servicing, repairs and replacement of office equipment as necessary.
- Assist management in ensuring that administrative resources remain suitable for the organisation's operational requirements.

7. Communication and Stakeholder Management

- Act as an administrative liaison between directors, staff, participants, families, support coordinators and external stakeholders.
- Coordinate internal communications and ensure relevant operational information is communicated appropriately.
- Respond to administrative enquiries and direct complex matters to the appropriate personnel.
- Coordinate the resolution of administrative and operational issues in a timely and professional manner.
- Maintain effective working relationships with service providers, suppliers and other business contacts.
- Support communication with participants and families from diverse cultural and linguistic backgrounds.
- Contribute to improving communication procedures, administrative systems and organisational service standards.

About You

We are seeking an organised, proactive and experienced administration professional who can take responsibility for coordinating office operations,



supervising administrative activities and maintaining effective systems within a disability and community support organisation.

The successful applicant will demonstrate:

- Relevant qualifications in Business Administration, Business Management, Management or a related discipline.
- Previous experience in office management, administration management or a similar supervisory role.
- Demonstrated experience coordinating office operations, staff workloads and administrative resources.
- Strong organisational, planning and time-management skills.
- Experience maintaining business records, administrative databases and operational documentation.
- Knowledge of accounts administration, invoicing, purchasing and expenditure monitoring.
- Excellent written and verbal communication skills.
- Ability to coordinate multiple tasks and meet competing operational deadlines.
- Strong problem-solving skills and the ability to exercise initiative within the scope of the role.
- Proficiency in Microsoft Office and relevant business administration systems.
- A professional approach to confidentiality and the handling of sensitive information.
- Ability to work independently and collaboratively with management, employees and external stakeholders.
- A commitment to inclusive, respectful and participant-focused service delivery.
- Candidates with multilingual capabilities will be preferred, particularly those able to communicate effectively with participants, families and stakeholders from diverse cultural and linguistic backgrounds.

Experience in service environment will be highly regarded.

Why Join Efficient Community Support?

At Efficient Community Support, you will have the opportunity to contribute to the effective operation of an organisation focused on supporting people with disabilities and promoting independence, wellbeing and community inclusion.

We offer:

- A skilled and collaborative working environment.
- The opportunity to contribute to the growth of a community-focused organisation.
- Opportunities to improve administrative systems and operational processes.
- The opportunity to work with a team of professionals supporting people with diverse needs.
- A role with meaningful responsibilities in business administration and service coordination.

Essential Requirements

Applicants should demonstrate:

- Relevant qualifications in Business Administration, Management, Business or a related field, where applicable to the position.
- Demonstrated experience in office administration, operations coordination or office management.
- Experience coordinating staff, administrative workloads and organisational resources.
- Strong communication, organisational and problem-solving skills.
- Computer literacy and the ability to maintain accurate electronic records.
- Ability to handle confidential business and participant information appropriately.
- Ability to work effectively in a disability support or community services environment.

Desirable:

- Previous experience in an NDIS, disability support, healthcare or community services organisation.
- Familiarity with NDIS-related administrative processes and documentation.
- Experience with client management systems, scheduling software and business administration platforms.
- Multilingual communication skills relevant to the organisation's participant and stakeholder community.
- Manual Handling knowledge / attended a training – both inperson and online acceptable

Employment Details

Position: Office Manager

Employer: Innovative Care Support Pty Ltd

Trading Name: Efficient Community Support

Employment Type: Full-time, Permanent

Salary: AUD $80,000 – $90,000 per annum + superannuation

Work Location: Level 10/14 Mason Street, Dandenong VIC 3175

Hours: 38 Hours a week

Reports To: Director / General Manager

Supervises: Administrative personnel and other staff as applicable to the actual organisational structure

How to Apply

If you are an experienced administration professional seeking an opportunity to contribute to the efficient operation of a growing disability and community support organisation, we encourage you to apply.

Please submit your resume and a cover letter outlining your relevant qualifications, experience and suitability for the position.

Email: ***************************

Subject: Application – Office Manager

Only shortlisted applicants will be contacted.

📌 OFFICE MANAGER (Dandenong)
🏢 INNOVATIVE CARE SUPPORT
📍 Dandenong