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 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 current 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
Prepare quotes for participants, plan managers and support coordinators in line with NDIS pricing
Assist with rosters of support and other plan-related documentation as required
Parent and care team communication
Communicate professionally and warmly with parents, carers, support coordinators and plan managers
Share program updates, calendars, reminders and changes in a timely way
Keep a clear record of communications in the CRM
General operations
Provide day-to-day administrative support to the Co-directors and support team
Maintain filing, records and operational documentation, supporting CCC's compliance and quality obligations
Assist with staff communications, scheduling and other behind-the-scenes tasks as needed
Uphold participant privacy and confidentiality at all times
Key selection criteria
Essential
Experience in an administration, customer service or office support role
Strong written communication skills, including the ability to write clear, professional reports and emails
Warm, patient and confident phone and in-person manner with families, carers and participants
Highly organised, with the ability to manage multiple bookings, deadlines and requests at once
Confident using CRMs and online booking systems once learnt
High attention to detail and accuracy in records, quotes and documentation
Commitment to privacy, confidentiality and the rights of people with disability
Desirable
Experience in community services sector
Understanding of NDIS plans, funding categories and the NDIS Pricing Arrangements (not essential but desirable)
Experience with NDIS reports, quotes or service agreements
Familiarity with ShiftCare or similar client management software
Good knowledge of activities, venues and events across Melbourne
Pre-employment requirements
Current Working with Children Check (or willingness to obtain before starting)
Completion of the NDIS Worker Orientation Module
Full driver's licence
Right to work in Australia
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📌 Administration Assistant (Melbourne)
🏢 Community Care Collective
📍 Melbourne