Administrative Services Officer
Administrative Services Officer
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Job Description
Who are we
Australian Greek Welfare Society (t/a as PRONIA) has since 1972 built a reputation as an innovative and progressive organisation that continues to serve the Greek speaking community and contributes to the wider multicultural sector through advocacy and collaborative partnerships. PRONIAs programs focus on direct service delivery including counselling information provision and crisis intervention community education as well on the delivery of specialist services in aged care disabilities family and childrens programs. All services are delivered in a linguistically and culturally appropriate manner with a commitment to enhance individuals capacity and build community capital.
What you will be doing
In this role youll work closely with older adults to coordinate personalised care plans that support their ability to live safely and independently at home. Youll conduct assessments link clients with appropriate services and regularly review their needs to ensure quality care. As a key advocate for your clients youll collaborate with families service providers and other professionals to promote wellbeing and dignity. Youll also maintain accurate documentation and ensure compliance with aged care funding and reporting requirements all while supporting clients from diverse cultural backgrounds with empathy and respect.
The role is crucial to the growth and the implementation on strategic growth.
Key Responsibilities
Match check and reconcile high-volume invoices (approx. 3000 per month) with client rosters.
Identify and resolve discrepancies in collaboration with service coordinators and case managers.
Update Visual Care (VC) system with approved amendments to reflect accurate client charges.
Ensure accuracy in monthly invoicing and assist with month-end financial reporting.
Source onboard and update service providers in the VC system.
Draft and renew provider agreements ensuring all required compliance documentation is current.
Advise case managers and coordinators about suitable service providers based on client needs and location.
Track supplier rates and update client records accordingly.
Maintain updated client files including service orders agreements and communications.
Enter data into VC prepare service requests and support reporting processes.
Support preparation of client statements funding reconciliations and service summaries.
Assist in the organisation of internal meetings event preparation and HCP communications.
Contribute to quality improvement initiatives including streamlining business processes and developing checklists templates or training material.
Support compliance with aged care regulatory requirements and funding conditions.
Help track client budgets and package spending to ensure appropriate financial stewardship.
Role Requirements
Minimum 2 years experience in administration or administrative services roles (preferably in aged care or community services).
Fluency in Greek and English language (Preferable).
Proficiency in the use of Microsoft Office Suite and packages such as Word Excel (Intermediate Level Mandatory and Advanced preferred) Access Internet and E-mail
Knowledge of client specific software applications including but not limited to Visual Care highly desired
Experience with client or financial software (Visual Care preferred).
Familiarity or willingness to learn the My Aged Care (MAC) Provider Portal and Medicare Online Claiming Portal.
Mandatory Requirements
Driving License
Access to own vehicle
Undergo Criminal History Record Check at the required intervals
Not subject to any Employee Screening or Banning Orders under relevant state or federal legislation (e.g. Worker Screening Act 2020 (Vic)).
What we offer
Energetic and Supportive team environment.
Award pay rate according to the Social Community Home Care & Disability Industry Award 2010 Social and community services employee Level 3 ($38.65ph to $41.45ph)
depending on qualifications and experience.
Salary packaging (benefit from free tax earnings up to an annual cap amount of $18550).
Access to EAP.
How to apply
If you are interested in applying for this role please submit your resume and a cover letter via our careers page:
further information regarding this role please contact Georgina Meyne from the People and Culture team at
Position Description:
date: 30th July 2025
PRONIA is committed to protecting children and young people from harm. We require all applicants to undergo an extensive screening process prior to appointment.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
