HR OPERATIONS OFFICER

The HR Operations Officer plays a critical role in supporting the organisation’s compliance and workforce management by overseeing certification tracking, onboarding, contract management, system audits, and regulatory reporting. This role ensures that all HR operational processes align with internal policies and legislative requirements while providing high-level administrative and systems support to both internal and external stakeholders.

• 13th Month Pay
• Premium Benefits
• Leave Credits
• Carry over of unused leave credits
• HMO Principal
• HMO Dependent
• Group Life Insurance

Administration
 Respond to internal and external emails in a timely and professional manner.
 Monitor and maintain both personal and shared email inboxes.
 Record and relay accurate messages and correspondence to relevant stakeholders.
 Manage incoming and outgoing correspondence, ensuring effective communication flow.

Compliance Management & Legislative Licensing
 Track, monitor, and manage the expiry and renewal of mandatory certifications, including Working  with Children Checks (Blue Card), NDIS Worker Screening Checks, LCS approvals, AHPRA and other licences.
 Send proactive reminders to staff regarding upcoming certification expirations.
 Directly contact staff to prevent certification lapses and minimise shift disruptions.
 Remove non-compliant employees from rosters as required and communicate with rostering and  management teams for shift reinstatement once compliant.
 Lodge renewal applications for required licences to maintain uninterrupted compliance.
 Maintain external systems associated with mandatory certifications and legislative requirements.
 Keep thorough records of all communication and follow-up actions related to certifications.
 Ensure all employees are correctly linked to the organisation's regulatory portals (e.g. Blue Card Services, NDIS Worker Screening Database, Care Service Application Approval System, including interstate portals) and are de-linked promptly following cessation of employment.

Child Safety Licensing Administration
 Support the preparation and maintenance of Child Safety Compliance Registers, including following up with relevant managers to confirm the timely completion of required staff supervision

 Collaborate with the Service Delivery Licensing Team to coordinate upcoming scheduled inspections and ensure readiness for potential unannounced inspections. 
 Review employee documentation to ensure it meets Child Safety licensing requirements, with a focus  on accuracy and compliance with current legislative standards. 
 Ensure all records and supporting documentation align with current Child Safety legislation and  organisational policy requirements.

New Employee Compliance & Onboarding
 Coordinate onboarding by setting up new employee profiles in Employment Hero ensuring pay details, personal information, account emails are correct. Issue confidentiality agreements, position 
descriptions, and employment contracts to new employees and add new employee details to the onboarding tracker and group location. 
 Confirm that all mandatory pre-employment checks and certifications are completed before approving staff to commence shifts.
 Notify rostering, hiring managers, and other relevant departments when new hires are cleared to commence work.
 Ensure all mandatory requirements are linked and approved in relevant portals and systems.

Award Interpretation
 Interpret and apply provisions under the SCHADS, Clerks, and Nurses Awards to ensure accurate entitlements, rostering implications, and contract conditions.
 Liaise with Payroll and other departments to ensure correct implementation of award-based conditions.

HR & Compliance Systems
 Maintain up-to-date and accurate staff records within Employment Hero and other HRMS platforms and legislative portals.
 Enter all employee evidence, documentation, and correspondence into relevant systems with precision and according to procedure.
 Regularly audit and update internal spreadsheets, trackers, and digital registers.
 Ensure integrity and accuracy across all HR systems and forms.

Stakeholder Communication
 Maintain strong working relationships with internal stakeholders including Rostering, Payroll, Executive Managers, and Service Managers.
 Liaise with external bodies (e.g. Blue Card Services, NDIS Commission, Central Screening Unit and others) regarding employee compliance and certification requirements.
 Provide system navigation support, troubleshooting, and Employment Hero assistance to employees and managers.

Strategic & Project Support
 Contribute to compliance-related projects aligned with the broader HR Operations team strategic plan.
 Prioritise project tasks in line with organisational compliance objectives and service delivery needs.

Key Relationships
 Internal: HR Operations, Talent Acquisition, Rostering, Executive Managers, Business Unit Managers, Payroll.
 External: Government Licensing Agencies (Blue Card Services, NDIS Worker Screening Unit, Central Screening Unit and others), Employment Hero Support

The following criteria are essential in consideration for this position: 
 A minimum of 2 years’ experience in a compliance, HR, or administrative support role within the nursing, aged care, disability, or child safety sectors, supported by relevant qualifications and/or training.
 Strong attention to detail, with the ability to identify and resolve inconsistencies in employee records, certification data, and compliance documentation.
 Demonstrated ability to work with sensitivity to legislative and regulatory requirements, including those related to the NDIS, Aged Care Quality Standards, and Child Safety Licensing.
 Highly developed interpersonal and communication skills, with the ability to engage confidently and professionally with internal and external stakeholders to achieve time-sensitive outcomes.
 Well-presented with a professional and respectful manner, capable of representing the organisation when liaising with clients, staff, and government bodies.
 Proven multi-tasking, problem-solving, and decision-making abilities in dynamic, high-demand environments.
 Exceptional time management, organisational, and administrative skills, with a demonstrated ability to manage competing priorities.
 Strong customer service focus and a calm, empathetic approach when managing sensitive or complex staff and client enquiries.
 Experience in supporting the administration of compliance processes such as mandatory licensing renewals, onboarding, and staff credential tracking.
 Proficiency in Microsoft Office Suite and digital platforms (e.g. Employment Hero, HRIS, compliance portals) with the ability to quickly learn sector-specific systems.
 Capacity to work both autonomously and collaboratively, with flexibility to support cross-functional teams when needed.
 Ability to engage with a diverse workforce including clinical and support staff, managers, clients, and external agencies, with cultural sensitivity and emotional intelligence.
 Demonstrated experience working under tight deadlines, meeting organisational goals while maintaining high-quality outputs.
 Strong understanding of the importance of confidentiality and discretion, particularly when handling sensitive employee, client, or regulatory information.

Desirable:
 Experience working in disability, aged care, child safety or community services sector.
 Familiarity with Fair Work Act and National Employment Standards.
 Experience in HR process improvement, project engagement or auditing activities