Community Care Collective - Thomastown VIC

Our ideal candidate is a warm, exceptionally organized administrator who loves being the first point of contact for families, participants and care teams. You stay calm and on top of a steady flow of incoming requests, prioritizing, tracking and following tasks through to completion so nothing slips. You're confident and professional in your writing, producing clear, polished reports, quotes and emails. You're comfortable moving between online platforms and systems, and you keep accurate records of where every task is up to, with transparent written handovers so the team always knows what's next. You care about detail and confidentiality, and you treat everyone with patience and respect. Most of all, you want to make a real difference behind the scenes for people with disability.

The Administration Assistant keeps CCC running smoothly behind the scenes. You will be the first point of contact for new and existing participants, families and care teams, and you will manage the bookings, records and paperwork that sit behind every program.

You will also help shape what we offer, researching activities across Melbourne and working with the support team to build each month's program calendar.

Our ideal candidate is a warm, exceptionally organized administrator who loves being the first point of contact for families, participants and care teams. You stay calm and on top of a steady flow of incoming requests, prioritizing, tracking and following tasks through to completion so nothing slips. You're confident and professional in your writing, producing clear, polished reports, quotes and emails. You're comfortable moving between online platforms and systems, and you keep accurate records of where every task is up to, with clear written handovers so the team always knows what's next. You care about detail and confidentiality, and you treat everyone with patience and respect. Most of all,



you want to make a real difference behind the scenes for people with disability.

The Administration Assistant keeps CCC running smoothly behind the scenes. You will be the first point of contact for new and existing participants, families and care teams, and you will manage the bookings, records and paperwork that sit behind every program.

You will also help shape what we offer, researching activities across Melbourne and working with the support team to build each month's program calendar.

Key responsibilities
Participant enquiries and onboarding

- Respond to new participant enquiries by phone, email and website, providing clear information about CCC's programs

- Book and conduct tours of the facility for prospective participants, families and support coordinators

- Manage client onboarding, including intake forms, service agreements, consents and required documentation

- Create and maintain accurate participant profiles in the CRM, keeping contact details, plans and preferences up to date

CRM, bookings and participant requests

- Manage the CRM as the central record for participants, bookings and communications

- Process bookings, changes and cancellations for group programs and supports

- Respond to participant requests promptly and route them to the right team member when needed

Activity bookings and ticketing

- Book venues, activities and experiences for group programs and outings

- Purchase, track and distribute tickets, ensuring the right numbers for participants and staff

- Handle refund, exchange and cancellation requests with venues and providers

Program calendar development

- Research activities, events and venues across Melbourne suited to our participant groups

- Liaise with the support team to plan and build monthly calendars of CCC service offerings

- Check venue accessibility, opening days, costs and logistics before activities are confirmed

- Prepare and circulate finalised calendars to participants, families and staff

Reports and quotes

- Prepare reports for NDIS plan reassessments, drawing on case notes, goals and staff input

📌 Administration Assistant (Melbourne)
🏢 Community Care Collective
📍 Melbourne