Senior Rostering Coordinator - SHIFTCARE (Remote, Full-Time) | Own Rostering for 100+ NDIS Participants
Staffstream
·Today
- Workplace
- Remote
- Type
- Full-time
- Department
- Healthcare
- Seniority
- Senior
- Source
- RecruiterFlow
Description
The snapshot
Staffstream is hiring a Senior Rostering Coordinator for an Australian disability support services provider delivering community and in-home support to more than 100 NDIS participants, with a workforce of around 90 support workers. It's a compliance-driven environment where roster accuracy, participant consistency, and SCHADS Award adherence are non-negotiable, and where the quality of rostering directly shapes participant outcomes, staff satisfaction, and organisational risk.
You'd take full ownership of rostering in ShiftCare: building participant templates, allocating shifts directly to familiar workers instead of defaulting to the job board, and managing the day-to-day work of service requests, cancellations, and sick calls across morning, afternoon, overnight, and public holiday shifts. You'd also keep support workers and participants in the loop on every change. This is a senior role. You'll arrive with deep ShiftCare capability and practical SCHADS Award knowledge, own the function independently, and build the systems that stop the same problems recurring. This role is open to candidates based in the Philippines.
Worth knowing upfront: payroll and compliance sign-off sit with a separate team, so your focus is rostering accuracy, clear communication, and keeping scheduling and compliance records current. The goal is a predictable, template-driven rhythm where shifts are filled in advance, rather than a reactive cycle of gaps and complaints
What you will actually do
Participant template rosters
- Build and maintain templated rosters in ShiftCare for every participant, 100+ in total, so each one has a consistent, documented template reflecting their support plan, preferred workers, service agreement hours, and individual scheduling needs.
- Allocate shifts directly from participant templates to assigned support workers, and give participants familiar, consistent workers wherever possible instead of posting unfilled shifts to the job board by default.
- Review and audit templates on a regular cycle, finding any that are outdated, incomplete, or not being followed, and correcting them before they become recurring operational or compliance issues.
Shift allocation and daily coverage
- Take service requests from the Client Engagement Officer and turn them into set-up rosters.
- Allocate shifts across around 90 support workers, matching availability, skills, experience, and participant preferences to produce rosters that are consistent, compliant, and deliverable.
- Cover cancellations, sick calls, and last-minute changes across morning, afternoon, overnight, and public holiday shifts, using a structured approach that puts participant familiarity and SCHADS compliance first.
- Keep worker availability and qualification records in ShiftCare accurate, so the scheduling data reflects the real state of the workforce at all times.
Communication and coordination
- Keep support workers and participants informed of every roster change, clearly and promptly, so nobody is surprised on the day.
- Work closely with the Client Engagement Officer and the Operations Manager so rostering, service requests, and participant needs stay aligned.
SCHADS Award compliance and rostering standards
- Apply working knowledge of the SCHADS Award to every rostering decision, including minimum engagement periods, broken shift provisions, travel allowances, and overtime thresholds.
- Identify and flag rosters or shift structures that don't comply with the Award, raise them with the Operations Manager, and correct them before they create payroll, compliance, or Fair Work risk.
- Handle compliance admin that feeds rostering, such as chasing expired first aid certificates and other worker compliance documents.
- Hold the same standard of care, consistency, and compliance across every participant roster, regardless of complexity, geography, or worker availability.
ShiftCare administration and system accuracy
- Operate ShiftCare at an advanced level, managing participant profiles, service bookings, worker profiles, shift scheduling, templates, and reporting.
- Keep ShiftCare data accurate, current, and complete, including service agreement hours, participant requirements, worker compliance documents, and shift records, so the system is a reliable tool rather than a source of uncertainty.
Oversight and issue resolution
- Monitor rostering tasks and deadlines proactively, so shifts are filled in advance and the cycle runs on a consistent, predictable timeline.
- Spot recurring problems, such as patterns of non-allocation, template failures, worker and participant mismatches, or compliance gaps, and raise them with a proposed solution instead of just the symptom.
- Provide rostering reports, vacancy summaries, and scheduling data to the Operations Manager as required.
What you need to bring
- Demonstrated experience as a rostering coordinator or rostering manager in an NDIS, aged care, or community services organisation, managing a complex portfolio of participants and support workers at comparable scale (80 or more participants).
- Advanced, hands-on ShiftCare proficiency across participant templates, shift scheduling, worker profiles, and service bookings. This is a must-have, and you should need no platform training.
- Practical, applied knowledge of the SCHADS Award, including minimum engagement, broken shift, overtime, and travel provisions for disability support workers, not just awareness of it.
- A proven track record of building and sustaining templated rosters for a large participant portfolio, rather than relying on ad-hoc shift posting or the job board.
- Strong organisational discipline to manage a high-volume scheduling workload across 100+ participants and around 90 support workers without tasks falling behind, templates lapsing, or shifts going unallocated without a deliberate decision.
- Customer-facing problem-solving skills and clear, professional communication with workers and participants.
- A senior-level ownership mindset: the confidence to take full accountability for the rostering function without supervision on the fundamentals.
- A template-disciplined, allocation-first approach. You keep templates as living, accurate documents, and you treat consistent worker and participant matching as a standard, not an aspiration.
- A proactive, solutions-focused style. You raise problems with a proposed fix before a complaint or missed shift prompts action, and you treat every lapsed template and unallocated shift as yours to solve.
Nice to have
- A background in NDIS disability support services, including familiarity with support plans, service agreement hours, NDIS funding categories, and the obligations of a registered provider.
- Experience identifying and fixing systemic rostering failures, such as lapsed templates, persistent job board dependency, or chronic last-minute filling, and putting structural changes in place to prevent them.
- Experience rostering across multiple service types and locations.
The setup
- This role is open to Philippines-based candidates, working full-time and fully remote.
- Reports to the Operations Manager and works day to day with the Client Engagement Officer, who passes on service requests.
- Payroll and compliance sign-off stay with a separate team. You own the rostering and the scheduling data behind it.