Administrative Services Officer (Support at Home) Oakleigh or Brunswick locations available | Full-Time

Who are we?

Australian Greek Welfare Society (t/a as PRONIA), has since 1972, built a reputation as an innovative and progressive organisation that continues to serve the Greek speaking community and contributes to the wider multicultural sector through advocacy and collaborative partnerships. PRONIA’s programs focus on direct service delivery, including counselling, information provision, and crisis intervention, community education as well on the delivery of specialist services in aged care, disabilities, family and children’s programs. All services are delivered in a linguistically and culturally appropriate manner with a commitment to enhance individual’s capacity and build community capital.

 

What you will be doing

In this role, you’ll work closely with older adults to coordinate personalised care plans that support their ability to live safely and independently at home. You’ll conduct assessments, link clients with appropriate services, and regularly review their needs to ensure quality care. As a key advocate for your clients, you’ll collaborate with families, service providers, and other professionals to promote wellbeing and dignity. You’ll also maintain accurate documentation and ensure compliance with aged care funding and reporting requirements, all while supporting clients from diverse cultural backgrounds with empathy and respect.

The role is crucial to the growth and the implementation on strategic growth.

 

Key Responsibilities

• Match, check, and reconcile high-volume invoices (approx. 3,000 per month) with client rosters.
• Identify and resolve discrepancies in collaboration with service coordinators and case managers.
• Update Visual Care (VC) system with approved amendments to reflect accurate client charges.
• Ensure accuracy in monthly invoicing and assist with month-end financial reporting.
• Source, onboard, and update service providers in the VC system.
• Draft and renew provider agreements, ensuring all required compliance documentation is current.
• Advise case managers and coordinators about suitable service providers based on client needs and location.
• Track supplier rates and update client records accordingly.
• Maintain updated client files, including service orders, agreements, and communications.
• Enter data into VC, prepare service requests, and support reporting processes.
• Support preparation of client statements, funding reconciliations, and service summaries.
• Assist in the organisation of internal meetings, event preparation, and HCP communications.
• Contribute to quality improvement initiatives, including streamlining business processes and developing checklists, templates, or training material.
• Support compliance with aged care regulatory requirements and funding conditions.
• Help track client budgets and package spending to ensure appropriate financial stewardship.

 

Role Requirements

• Minimum 2 years’ experience in administration or administrative services roles (preferably in aged care or community services).
• Fluency in Greek and English language (Preferable).
• Proficiency in the use of Microsoft Office Suite and packages such as Word, Excel (Intermediate Level Mandatory and Advanced preferred) Access, Internet and E-mail
• Knowledge of client specific software applications including but not limited to Visual Care highly desired
• Experience with client or financial software (Visual Care preferred).
• Familiarity or willingness to learn the My Aged Care (MAC) Provider Portal and Medicare Online Claiming Portal.

Mandatory Requirements

• Driving License
• Access to own vehicle
• Undergo Criminal History Record Check at the required intervals
• Not subject to any Employee Screening or Banning Orders under relevant state or federal legislation (e.g., Worker Screening Act 2020 (Vic)).

 

What we offer

• Energetic and Supportive team environment.
• Award pay rate according to the Social, Community, Home Care & Disability Industry Award 2010, Social and community services employee, Level 3 ($38.65ph to $41.45ph) depending on qualifications and experience.
• Salary packaging (benefit from free tax earnings up to an annual cap amount of $18,550).
• Access to EAP.

 

How to apply

If you are interested in applying for this role, please submit your resume and a cover letter via our careers page

For further information regarding this role, please contact Georgina Meyne from the People and Culture team at hr@pronia.com.au 

Position Description:

Click here for the Full Position Description

 Closing date: 27th July 2025

PRONIA is committed to protecting children and young people from harm. We require all applicants to undergo an extensive screening process prior to appointment.