Office Manager & On-Call Manager – Position DescriptionHaven Care Australia
Position Title: Office Manager & On-Call Manager
Organization: Haven Care Australia
Reports To: Operations Manager / Director
Employment Type: Full-Time
Position Overview
The Office Manager & On-Call Manager at Haven Care Australia is responsible for overseeing the day-to-day administrative operations of the organisation while also coordinating and managing after-hours operational support and emergency responses through the on-call system.
This role plays a critical part in ensuring smooth office operations, staff coordination, participant support continuity, compliance management, communication flow, and effective response to urgent operational matters across the organisation’s disability support services.
The position requires strong organisational skills, leadership abilities, problem-solving capacity, and the ability to work in a fast-paced and highly responsive environment within the NDIS and disability services sector.
Key ResponsibilitiesOffice Management Duties
- Oversee the daily administrative operations of Haven Care Australia
- Coordinate office systems, processes, and workflow management
- Manage staff communication, scheduling support, and administrative coordination
- Assist with onboarding of participants and intake processes
- Coordinate staff recruitment documentation, compliance checks, and training records
- Organise staff training sessions, meetings, inductions, and compliance updates
- Maintain participant records, staff files, and operational documentation
- Liaise with participants, families, Support Coordinators, hospitals, allied health teams, and external stakeholders
- Assist management with reporting, audits, incident follow-up, and compliance requirements
- Support invoice coordination, document processing, and operational administration
- Monitor and maintain confidentiality, professionalism, and compliance with organisational policies
On-Call Management Duties
- Participate in the after-hours on-call roster to provide operational support outside standard business hours
- Respond to urgent staffing issues, participant incidents, and operational emergencies
- Coordinate replacement staffing for unexpected shift vacancies and emergencies
- Provide guidance and support to support workers during after-hours situations
- Escalate critical incidents to management and relevant authorities where required
- Ensure continuity of participant supports and safe service delivery at all times
- Support crisis management and urgent rostering adjustments
- Maintain accurate records and communication regarding on-call incidents and actions taken
- Assist with decision-making during emergencies in consultation with management teams
Additional Responsibilities
- Support participant quality checks and service reviews
- Assist with participant interviews and intake assessments
- Support organisational compliance with NDIS Practice Standards
- Contribute to continuous quality improvement initiatives
- Assist with roster coordination and operational planning where required
- Promote positive workplace culture and teamwork across the organisation
Essential Skills & Attributes
- Strong organisational and time management skills
- Excellent communication and interpersonal abilities
- Ability to work under pressure and manage urgent situations effectively
- Strong problem-solving and decision-making skills
- High attention to detail and administrative accuracy
- Ability to maintain confidentiality and professionalism
- Leadership and team coordination abilities
- Strong understanding of the disability and community services sector
Qualifications & Requirements
- Experience in administration, office management, disability services, or community services
- Knowledge of NDIS systems and disability sector operations preferred
- Current National Police Check
- NDIS Worker Screening Clearance
- Current Driver’s Licence
- Working with Vulnerable People (WWVP) / Blue Card preferred
- Current First Aid & CPR Certificate preferred
- Ability to participate in after-hours on-call duties
Key Outcomes
- Efficient and organised office operations
- Timely response to operational and participant needs
- Effective coordination of after-hours support services
- Strong staff and stakeholder communication
- Compliance with organisational and NDIS requirements
- Continuity and quality of participant supports
At Haven Care Australia, the Office Manager & On-Call Manager plays a vital role in ensuring operational excellence, participant safety, and the smooth coordination of services that empower participants to live with dignity, independence, and quality support.
Pay: $70,000.00 – $95,000.00 per year
Benefits:
- Salary packaging
- Travel reimbursement
- Visa sponsorship
Work Location: In person
