The Administration & Group Activities Coordinator helps keep our office running smoothly while also helping develop, promote, organise and deliver group activities for participants.

This is a diverse, hands-on role involving office administration, communication with staff and participants, occasional rostering assistance and direct involvement in group activities.

Key responsibilities

Office administration

Assist with day-to-day administration across the office.

Prepare, update, scan and file paperwork, forms and other documents.

Keep participant and staff records accurate and up to date.

Answer phone calls, take messages and direct enquiries to the appropriate person.

Respond to emails and follow up on outstanding paperwork and information.

Assist with appointments, bookings, calendars and general office organisation.

Provide occasional rostering assistance, including updating shifts, contacting staff about availability and communicating changes as directed.

Support management and the wider team with other administrative tasks as needed.

Handle personal and confidential information carefully and follow Saltire Care’s procedures.

Group activities

Help develop group activity ideas based on participants’ interests, goals and support needs.

Help advertise and promote new and existing activities through flyers, social media and communication with participants, families and support coordinators.

Respond to enquiries, gather expressions of interest and manage activity bookings.

Organise venues, transport, supplies, equipment and other activity requirements.

Work with management and the rostering team to arrange suitable staffing and support.

Communicate activity details, costs,



times and arrangements clearly to everyone involved.

Attend and work at group activities, providing direct support and helping participants feel welcome, included and involved.

Follow participants’ support plans and relevant safety procedures.

Complete attendance records, progress notes, incident reports and other required paperwork.

Gather participant feedback and suggest improvements for future activities.

Skills and qualities

Good organisation and time management skills.

Clear, friendly communication and a welcoming phone manner.

Confidence using computers, email, Microsoft Office and online systems.

Attention to detail when completing paperwork and maintaining records.

Flexibility to move between office duties and hands‑on group activities.

Ability to work independently and as part of a team.

Patience, initiative and a respectful approach to supporting people with different needs.

Creativity and enthusiasm for planning enjoyable, inclusive activities.

Experience and requirements

Current Blue Card and Yellow Card/NDIS Worker Screening clearance.

Current First Aid and CPR certificates.

Previous administration or office experience is desirable.

Experience in disability support, community services or coordinating group activities is desirable.

Willingness to complete training relevant to office systems, participant support and group activities.

What success looks like

Office tasks and paperwork are completed accurately and on time, enquiries are handled professionally, and group activities are well organised, promoted and delivered in a way that supports participants’ choices, interests and goals.

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📌 Administration & Group Activities Coordinator (Biloela)
🏢 Saltire Care
📍 Biloela