Full Time Office Manager

Medigalaxy Australia

Job Locations:

Wynnum Office: 100 Florence St, Wynnum QLD 4178

Point Clare Office:1/41 Brisbane Water Drive, Point Clare NSW 2250

Orange Office: 15 Olver St, Orange NSW 2800

Office Manager

Contracted role title: Allocation Officer

(Three Full-Time Positions Available)

SALARY $80,000 per year plus Superannuation

DUTIES

• Coordinate and contribute to the planning and review of day-to-day office and service administration, including workforce rostering, service allocation, administrative systems and operational procedures, and implement service standards to support efficient and compliant NDIS service delivery.

• Allocate human resources and coordinate staff workloads by matching suitably skilled support workers to participant services based on competencies, availability, location and service requirements; manage rosters and respond to absences, cancellations, unfilled shifts and urgent coverage requirements.

• Assign and monitor the work of relevant staff, including support and administrative personnel, monitor attendance and completion of allocated services, and provide day-to-day direction, guidance, induction and performance feedback to maintain operational and service standards.

• Manage office and operational records and administrative systems, including staff rosters, service schedules, participant-service records, staff allocation information, communication and escalation records, service agreements and relevant funding documentation; assist with invoicing, petty cash and reconciliation of operational expenses.

• Liaise with participants, families, support workers, NDIS Care Coordinators, allied health professionals, plan managers and relevant managers to coordinate office and service operations, resolve administrative and staffing issues, and escalate significant participant, staff or operational concerns.

• Coordinate office and service-delivery resources, including office equipment, consumables, PPE, assistive equipment and vehicles where applicable, and maintain appropriate stock, procurement and workspace arrangements to support administrative and service operations.

• Ensure administrative and service operations comply with relevant WHS requirements, NDIS Practice Standards, safeguarding requirements and organisational policies and procedures, maintaining appropriate records and supporting internal reviews, reporting and audit requirements.

• Monitor office and workforce operations and identify recurring staffing, rostering or administrative issues, prepare reports for management, and develop and implement improvements to allocation, administrative and service coordination procedures.

REQUIRED SKILLS

• AQF Diploma or higher qualification in Business, Leadership and Management, Business Administration, Community Services or a related discipline. At least three years of relevant experience may substitute for the formal qualification.

• Minimum two years' relevant full-time experience in office administration, workforce rostering and allocation, staff coordination or service operations, preferably within disability, NDIS or community services.

• Demonstrated experience allocating staff workloads, assigning and monitoring work, providing day-to-day leadership and coordinating competing operational priorities.

• Practical experience managing staff rosters, availability, urgent coverage changes, administrative records and service schedules.

• Working knowledge of NDIS Practice Standards, WHS requirements, organisational compliance and SCHADS Award rostering considerations is highly desirable.

• Strong communication and stakeholder liaison skills, including the ability to coordinate with staff, participants, managers and relevant external professionals.

• Proficiency in Microsoft Outlook, Word, Excel and Teams, with experience using VisiCase or a comparable rostering, care-management or CRM system.

• Demonstrated administrative, reporting, record-keeping and problem-solving skills, with the ability to review operational issues and implement practical process improvements.

• Ability to obtain and maintain a National Police Check and any NDIS Worker Screening Check or Working with Children Check required for the role.

Additional Comments

• Three separate full-time positions are being recruited - one at each listed office.

• Flexibility may be required to respond to urgent rostering and service coverage requirements.

• The roles require effective coordination across staff, participants and relevant service stakeholders.

How to apply:

Applications open on 8 September 2026 and close on 8 October 2026.

Please send your CV to [email protected]. Please include the job role title in your email.