Job description

Rostering Officer - Immediate Start - Ipswich, QLD
Role Definition and Purpose
The Rostering Officer is responsible for supporting the effective planning, coordination, and administration of the workforce to ensure safe, efficient, and sustainable service delivery across the organisation. This role plays a critical part in maintaining workforce stability by proactively identifying staffing needs, coordinating onboarding activities, managing roster compliance, supporting payroll accuracy, and facilitating communication between operational, clinical, recruitment, and client stakeholders.
The Rostering Officer works collaboratively with internal teams, clients, families, and employees to ensure workforce availability aligns with service requirements, maintaining continuity of care and a positive experience for all stakeholders. Key Duties and Responsibilities
Workforce Planning and Gap Identification

Monitor staffing levels across all teams daily to identify current and emerging workforce gaps. Proactively identify and escalate workforce risks before they impact service delivery. Initiate recruitment requests and communicate anticipated workforce requirements. Collaborate closely with the recruitment team to ensure candidate pipelines align with forecast roster demands. Assist in workforce planning activities to support business growth and service continuity.

 Onboarding Coordination and Engagement  

Coordinate meet and greet sessions between clients, families, and prospective support staff. Ensure all relevant client and employee information is prepared prior to meet and greet appointments. Follow up with families and new employees to confirm suitability, gather feedback, and address concerns. Support a positive onboarding experience that promotes successful staff integration and client satisfaction. Promptly identify, document, and escalate any child safety concerns in accordance with organisational policies and legislative reporting requirements.

Training and Clinical Readiness

Liaise with Recruitment and Clinical Teams to arrange mandatory and client-specific training for new employees. Coordinate buddy shifts and supervised support opportunities to facilitate safe onboarding. Assist in delivering onboarding and orientation activities where required. Collaborate with nursing and clinical staff to schedule competency assessments and sign-offs. Monitor employee competency records and ensure mandatory certifications remain current. Escalate competency or compliance gaps to the appropriate clinical team members for action.

Roster Management and Compliance

Develop, maintain, and monitor rosters to ensure adequate staffing levels across all services. Ensure the following roster timelines are achieved:

Next week's roster finalised by Tuesday each week. Rosters distributed to employees by Wednesday each week. Future rosters published a minimum of four weeks in advance.

Monitor roster compliance with organisational policies, award requirements, fatigue management principles, and workforce availability. Maintain accurate records relating to roster changes, shortages, and escalation activities. Assist with after-hours and on-call rostering requirements as directed. Support broader workforce coordination activities as required.

 Overtime Prevention and Cost Control  

Generate and review regular overtime and workforce utilisation reports. Identify trends contributing to overtime costs and staffing inefficiencies. Implement proactive strategies to minimise overtime while maintaining service quality. Escalate identified overtime risks to management and provide practical recommendations. Support organisational efforts to optimise workforce costs and resource allocation.

 Payroll Preparation and Verification  

Complete daily roster and payroll checks to ensure employee shifts are accurately recorded. Verify attendance records, roster allocations, and shift changes against payroll requirements. Conduct final payroll verification each Monday prior to invoice generation. Identify discrepancies and coordinate corrective actions before payroll processing and invoicing. Maintain accurate payroll-related documentation and records.

 Team Collaboration and Communication  

Work collaboratively with Clinical, Recruitment, Operations, and Administration teams to support service delivery outcomes. Maintain open, professional, and timely communication regarding roster changes, staffing risks, and operational requirements. Provide responsive support to employees, clients, and families regarding roster-related enquiries. Foster positive working relationships across all stakeholders. Contribute to a culture of teamwork, accountability, and continuous improvement.

 General Responsibilities  

Adhere to all organisational policies, procedures, and legislative requirements. Maintain confidentiality and privacy of client, employee, and organisational information. Participate in team meetings, performance reviews, and professional development activities. Promote and support workplace health and safety initiatives. Demonstrate commitment to child safety and safeguarding responsibilities. Undertake other duties reasonably within the scope of the role.

 Qualifications, Experience and Knowledge (Preferred)  

Experience working within the disability, aged care, community care, healthcare, or palliative care sectors. Knowledge and understanding of:

National Disability Insurance Scheme (NDIS) Aged Care Standards Child Safety principles and reporting obligations Workforce planning and rostering principles

Experience using TurnPoint Care (TPC) or similar workforce management systems. Demonstrated ability to quickly learn and adapt to new systems, technologies, and processes. Previous experience in rostering, workforce coordination, scheduling, administration, or payroll support roles.

Key Selection Criteria
The successful applicant will demonstrate:

Experience managing rosters within a healthcare, disability, aged care, or community services environment. Ability to proactively identify workforce shortages and coordinate solutions. Strong administrative and payroll verification skills. Excellent communication and stakeholder engagement abilities. Ability to work effectively in a fast-paced environment with changing priorities. Strong attention to detail and commitment to compliance. Demonstrated problem-solving and decision-making capabilities. Commitment to child safety and quality service delivery.

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