Make your next big career move by applying as KMC Solutions’ next INTAKE & VARIATIONS ADMIN OFFICER
The Intake & Variations Admin Officer provides offshore administrative support to Kanda’s onshore Disability Intake & Variations team. The role processes approved variations and changes in the rostering and client management systems, enters client-specific training sessions against client rosters, maintains client and roster records, and assists with timesheet and claiming preparation.
This is a supporting role. It does not own the intake or variations process, does not approve funding, hours or ratios, and has no contact with clients, their families or their representatives. Decisions, client-facing communication and exception handling remain with the onshore team, whom this role supports and escalates to
On top of your salary, here are the exciting benefits you can look forward to:
13th Month Pay
Premium Benefits
Leave Credits
Carry over of unused leave credits
HMO Principal
HMO Dependent
Group Life Insurance
The main responsibilities of a INTAKE & VARIATIONS ADMIN OFFICER include:
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Supporting variations processing · Enter approved variations and plan changes into the rostering and client management systems within agreed turnaround times, so that client supports are not disrupted. · Check funding lines, support categories, item numbers and price limits against the client’s approved plan before entry, and raise any discrepancy with the onshore team for their decision rather than resolving it. · Maintain the variations queue, recording date received, date actioned, status and owner for every item. Supporting client-specific training records · Action the client-specific training list received from the Client Specific Training team, entering each completed session against the correct client’s roster in VisualCare. · Before entry, confirm whether each training line item is billable or non-billable against the client’s service agreement, and code the entry accordingly. · Select the correct training service line item, start and end times, and internal provider for each session, so that the entry stands as service delivery evidence for audit and future NDIS plan funding discussions. · Where a training session is shared by more than one client and no separate timeframe is specified per client, apportion the session time equally across those clients and enter the apportioned time against each client’s roster, checking the calculation against the source list before saving. · Where a duplicate roster exists for a client, enter against the roster with the lowest Roster ID. · Refer to the Variations Team Leader where no matching training service line item exists for the training type listed. Supporting rostering and scheduling · Support rostering by creating or importing client rosters in line with each client’s documented model of care and ratio requirements. · Enter shift variations, contingencies and irregular hours as instructed by the onshore team. · Assist with daily task and timesheet processing, to the published cut-off each pay cycle. Supporting data integrity and records · Maintain accurate and current client records in VisualCare and supporting registers, including completion of scheduled client file audits. · Verify, match and query information and data interactions between the rostering and client management systems, referring mismatches to the relevant onshore owner. · Support the other business units interacting with those systems by completing data checks to established deadlines with regard to timeliness, relevance, accuracy, priority and completeness. Supporting claiming and reporting · Prepare claiming and billing data for onshore review, reconciling service delivery against funded supports before submission. · Produce accurate end of month reports for the Intake and Engagement Manager. Supporting the team and its processes · Manage the shared task and email workflow queue, prioritising work logically and flagging ageing or blocked items at each daily handover. · Work to documented standard operating procedures, and contribute to their continuous improvement and to the improvement of the rostering and client management systems. · Maintain a working understanding of the SCHADS Award and the NDIS Pricing Arrangements and Price Limits as they apply to intake, rostering and claiming.
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To apply, you must be an expert on the following requirements:
• A minimum of two years in a support or administration role covering contracts administration, intake administration, rostering, scheduling, claims or billing.
• Working knowledge of a rostering, scheduling or workforce management system, and the ability to become proficient in VisualCare or its successor platform.
• Strong numeracy, with demonstrated ability to reconcile data between two systems and identify discrepancies.
• Exceptional attention to detail and sustained accuracy in repetitive, rules-based work against fixed payroll and claiming deadlines.
• Written and spoken English at a professional standard, sufficient to work with Australian care sector terminology and to write clear, complete escalation notes.
• Advanced computer skills, including Microsoft Excel and Outlook, and the ability to work across multiple web-based systems concurrently.
• Demonstrated ability to follow documented procedures precisely, and to recognise when a matter falls outside procedure and must be referred to the onshore team.
It will also be favorable if you are knowledgeable in:
• Exposure to the NDIS, Australian disability or aged care, or another regulated funding environment.
• Familiarity with the SCHADS Award or comparable award-based rostering and pay rules.
• Prior experience in an offshore delivery team supporting an Australian client
Administrative
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