Care Coordinator

Caring Lotus is a growing NDIS provider based in Werribee. We're looking for a Care Coordinator to become the operational heartbeat of our head office — the person who keeps rosters aligned, records accurate, communication flowing and the team supported.

This is a varied role for someone who genuinely enjoys being the go-to person. You'll spend most of your week on business and administrative support: rostering coordination, compliance documentation, front-of-house, systems, and keeping our office running well. Alongside that, you'll work closely with our Care Manager and step up to provide structured backup during periods of leave or busy stretches — maintaining continuity of client coordination and documentation so nothing falls through the cracks.

You don't need to be a clinician. Clinical judgement and behaviour support decisions stay with our Care Manager and Care Director, your job is to keep the coordination, documentation and follow-up running smoothly, and to know when to escalate.

What you'll be doing

Business and administrative support

• Support rostering oversight — monitoring changes, coordinating schedule updates between staff and clients, and liaising with our virtual rostering team to keep shifts covered

• Maintain accurate client and staff records in Brevity, SharePoint and our other systems

• Assist with onboarding, compliance documentation and internal communications

• Manage the Caring Lotus inbox, JotForms, MUD forms and the Staff and Client App

• Take minutes at team and executive meetings and file them to our naming conventions

• Keep the office running — supplies, storeroom, facilities and landlord liaison, cleaning and equipment compliance

• Coordinate events, client engagement activities and social media, and support the CEO and Operations Manager with calendar and project tracking

Care coordination and Care Manager backup

• Act as a first point of contact for staff and client enquiries, resolving routine matters and escalating anything complex

• Keep client documentation current and follow up progress notes not completed within one business day

• Support intake, exit planning and the Client Journey process

• Conduct regular client check-ins and liaise with Support Coordinators, Plan Managers and families

• Help prepare planning and review meetings, including collating evidence for NDIS plan reviews

• Provide structured backup to the Care Manager during leave or peak demand

Compliance, risk and safeguarding

• Complete incident reports, risk assessments and administrative documentation accurately

• Prepare weekly WyZed training compliance reports for the Operations Manager

• Identify and escalate safeguarding concerns in line with the NDIS Reportable Incidents policy

• Support audit readiness and continuous improvement

Essential

• NDIS Workers Screening Check

• Working with Children Check (Victoria)

• Completion of the NDIS Workers Orientation Module (Quality, Safety and You)

• Current Australian First Aid & CPR certification

• Current Victorian Driver's Licence

• Strong written and verbal communication skills

• Excellent organisational, time management and multitasking abilities

• High attention to detail and accuracy in record keeping

• Confidence with Microsoft Office and cloud-based systems

• Discretion, confidentiality and healthy professional boundaries

• Sound judgement about when to solve and when to escalate

Highly desirable

• Experience in NDIS, aged care or community services

• Understanding of the NDIS Practice Standards and Code of Conduct

• Experience using rostering or scheduling systems

• Certificate III or IV in Individual Support, Business Administration or a related field

• Work Health & Safety training

Apply through seek or send your resume and a short cover letter telling us why this role suits you to ************@caringlotus.com.au

Caring Lotus is an equal opportunity employer. We welcome applications from people with disability, Aboriginal and Torres Strait Islander people, and people from culturally and linguistically diverse backgrounds.

Successful applicants will be required to hold or obtain an NDIS Workers Screening Check and a Working with Children Check prior to commencement.