---
title: 'Administrative & Scheduling Support Specialist (Aged Care) at Outsourced Staff'
canonical: 'https://feeny.ai/job/administrative-scheduling-support-specialist-aged-care-outsourced-staff-v6nvc7schgc6'
type: 'job'
last_seen: '2026-09-09'
---

# Administrative & Scheduling Support Specialist (Aged Care) at Outsourced Staff

- **Company:** Outsourced Staff
- **Location:** Philippines
- **Employment:** full-time
- **Work type:** remote
- **Posted:** 2026-03-26
- **Last confirmed live:** 2026-09-09
- **Apply:** https://jobs.lever.co/outsourcedstaff/1afb15a0-4b5c-45c6-b855-fb87ae044594

## Job description

We are seeking a highly organised and proactive Administrative & Scheduling Support Specialist to support daily operations within a growing aged care business. This role will play a critical part in ensuring smooth coordination between clients, support workers, and internal teams. The successful candidate will assist with scheduling, administration, invoicing, and compliance tasks, enabling the onshore team to focus on delivering high-quality care. You will be working within a structured, fast-paced environment supporting elderly clients under Australia’s aged care framework.

## Key Responsibilities

1. Client Administration & Coordination Manage client records and administrative processes including:

- Creating and updating client profiles in Visual Care
- Uploading documentation and managing digital signatures
- Following up on client approvals and required documentation

1. Timesheet & Payroll Support Ensure accuracy in workforce tracking:

- Review and verify daily timesheets
- Check hours worked, travel, and shift details
- Follow up on missing or incorrect entries

3.Invoicing & Claims Processing Support financial administration processes:

- Process invoices and assist with claims submission
- Track funding approvals and client budgets
- Follow up on outstanding claims and required documentation
- Assist with end-of-month financial processes

1. Communication & Email Management Provide structured communication support:

- Summarise and prioritise incoming emails
- Communicate with support workers via Dialpad (VOIP)
- Liaise with clients and stakeholders via email
- Follow up on approvals, documents, and service updates

1. Compliance & Documentation Ensure all processes align with aged care standards:

- Maintain accurate records and documentation
- Assist with audit preparation and compliance tracking
- Ensure all required approvals and signatures are completed

## Key Skills & Experience

- Strong administrative and scheduling experience
- Experience using CRM or care management systems (e.g., Visual Care)
- Experience with VOIP communication tools (e.g., Dialpad)
- Experience within the Australian aged care sector is highly advantageous
- Medical or healthcare background is highly desirable
- Excellent written English and communication skills
- Strong attention to detail and accuracy
- Advanced organisational and time management skills
- Ability to manage multiple tasks and prioritise effectively
- Minimum 2–3 years experience in a similar admin or coordination role

Ideal Candidate Attributes

- Highly organised and detail-oriented
- Proactive and able to work independently
- Strong problem-solving mindset
- Empathetic and patient (important in aged care environment)
- Quick learner with strong system adaptability

Summary This role is a key operational support position within Pearl Home Care, helping to ensure seamless coordination between clients, staff, and internal systems. The successful candidate will contribute directly to efficient operations, compliance, and high-quality care delivery, becoming an important extension of the onshore team.

## About Outsourced Staff

## Company Overview
- **One-liner**: Outsourced Staff helps Australian, New Zealand, and US businesses build fully managed remote teams in the Philippines across operations, sales, recruiting, finance, and technical functions.
- **Entity Type**: Private (bootstrapped)
- **Headquarters**: Cromer, New South Wales, Australia
- **Founded**: Not publicly available (company claims “over 25 years” of outsourcing expertise, but the current entity may be newer)
- **Founders**: Not publicly available

## Core Business
- **Primary industries**: Staffing and Recruiting / Offshore outsourcing  
- **Target customers**: B2B – SMBs and enterprises in Australia, New Zealand, and the US seeking offshore remote teams  
- **Mission / purpose**: To match businesses with highly skilled outsourced IT and digital staff for long-term growth, using a hybrid AI plus human model to deliver reliable, high-performing teams.

## Products & Services
- **Dedicated Remote Team Building** – End-to-end recruitment, onboarding, payroll, and ongoing support for full-time offshore staff. Covers roles in operations, sales, recruiting, finance, technical, and administrative functions.
- **AI-First Operations Support** – A senior operations role that also acts as a Chief of Staff to the founder, leveraging AI tools daily to accelerate workflows.
- **Sister Business – Conversational AI** – Offers AI Receptionist, Customer Service, and Sales Agent solutions, integrated with the staffing offering for a human-plus-AI delivery model.

## Market Standing
- **Valuation / Revenue**: Not publicly available  
- **Key Metric**: 12 employees (+17.6% YoY); LinkedIn followers 877 (+29.7% yearly growth)  
- **Notable Investors / Partners**: No disclosed investors; alumni have moved to companies like Accenture, Upwork, AECOM, and TenSixty AI  
- **Growth Signals**: Strong year-over-year headcount and follower growth; active recruitment for multiple remote roles; expansion of AI-first service model; presence in Philippines and Eastern Europe

## Competitive Advantages
- **Hybrid AI + human model** – Combines offshore staffing with an in-house Conversational AI sister business, enabling clients to automate parts of their workflow while retaining dedicated human support.
- **End-to-end accountability** – Staff are employed by Outsourced Staff, handling all HR, payroll, and compliance, reducing client administrative burden.
- **Rapid sourcing** – Can deliver ideal candidates within 24–48 hours for some roles; typically fits within 2 months.
- **No upfront costs** – Clients pay a single fixed monthly fee that starts only after placement.

## Strategic Focus
- **AI-first operations** – Embedding AI tools across every role to increase speed and efficiency; the founder also runs a Conversational AI business, indicating deep investment in automation.
- **Expanding into US market** – Recruiting for roles serving US clients alongside ANZ businesses.
- **Continuous improvement** – Structured 1-, 3-, 6-, and 12-month reviews to boost retention and performance.

## Why Work Here
- **Remote-first culture** – All roles listed are work-from-home in the Philippines or other locations; flexible arrangements for Australian hybrid roles.
- **Cutting-edge AI usage** – Employees are encouraged and trained to use AI tools daily (“We run a hybrid AI plus human model”).
- **Hands-on founder involvement** – Senior roles work directly with the founder as a “force multiplier,” offering visibility into the entire business.
- **Supportive onboarding** – Comprehensive orientation, communication setup, and ongoing support to integrate new hires.
- **Career growth** – Clear review cadence and opportunities to work across both the staffing and AI sides of the business.

## Sources
1. [LinkedIn Company Profile](https://linkedin.com/company/outsourced-staff)
2. [Lever Careers Page](https://jobs.lever.co/outsourcedstaff)
3. [Company How It Works Page](https://outsourcedstaff.com.au/how-it-works/)
4. [Workforce Directory Listing](https://workforcedirectory.com.au/vendor/outsourced-staff/)

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