Administrative and Compliance Assistant

The Administration Officer is responsible for providing high-quality administrative, compliance and operational support across Guide Healthcare's podiatry function, and timesheeting/paroll function.

Reporting to the General Manager Operations, the role is responsible for coordinating timesheet compliance, supporting payroll readiness, managing podiatry administration processes and maintaining accurate records. The position plays a key role in ensuring organisational compliance, supporting efficient service delivery, accurate payroll, and compliant clinical/operational records.

Working collaboratively with clinicians, operational leaders, Payroll and Finance, the Administration Officer ensures administrative processes are completed accurately, documentation standards are maintained and organisational deadlines are consistently achieved. Through proactive communication, attention to detail and continuous improvement, this role contributes to the effective operation of Guide Healthcare's clinical services.

Coordinate the day-to-day administrative functions supporting Guide Healthcare's Podiatry Services.

Process daily podiatry summary reports, ensuring documentation is complete, accurate and submitted within required timeframes.

Monitor outstanding clinical summaries and proactively follow up Podiatrists to ensure timely completion.

Maintain accurate client, clinician and service records in accordance with organisational documentation standards.

Update and maintain podiatry site schedule spreadsheets to ensure alignment between completed services and clinical documentation.

Conduct routine audits of podiatry documentation, schedules and administrative records to ensure compliance and identify discrepancies.

Liaise with Podiatrists and operational teams to resolve documentation issues and maintain accurate service records.

Support reporting requirements through the preparation and maintenance of accurate administrative data.

Identify opportunities to improve podiatry administration processes and documentation practices.

Coordinate the end-to-end timesheet compliance process to ensure accurate and timely payroll preparation.

Review submitted timesheets daily to ensure accuracy, completeness and compliance with organisational requirements.

Validate submitted hours against approved rosters, scheduled services, and workforce records.

Monitor outstanding, incomplete or incorrect timesheets and proactively follow up with employees and managers to ensure timely resolution.

Finalise incomplete timesheets on a daily basis by liaising with staff to obtain corrections, approvals and supporting documentation where required.

Support payroll readiness by ensuring all timesheets are reviewed, approved and submitted within established payroll deadlines.

Conduct fortnightly payroll compliance reviews to identify discrepancies, trends and opportunities for improvement.

Liaise with Payroll and Finance teams to support timesheet related payroll discrepancies.

Maintain accurate records relating to timesheet amendments, approvals and payroll enquiries.

Provide ongoing support and guidance to employees regarding timesheet processes, payroll deadlines and organisational requirements.

Monitor compliance with organisational policies and escalate ongoing non compliance where appropriate.

Maintain high standards of confidentiality and data integrity across all administrative functions.

Ensure documentation complies with organisational policies, payroll requirements and clinical governance standards.

Monitor administrative compliance activities and identify trends, risks or opportunities for improvement.

Support the development and implementation of improved administrative systems and workflows.

Participate in quality improvement initiatives to enhance operational efficiency and service delivery.

Assist with internal audits and compliance reporting as required.

Work collaboratively with the General Manager Operations, Payroll and Finance teams to support efficient service delivery.

Develop positive working relationships with clinicians across all disciplines to support compliance and administrative outcomes.

Respond promptly to staff enquiries regarding timesheets, payroll and podiatry administration.

Assist with workforce administration and operational projects as required.

Support a culture of accountability, collaboration and continuous improvement across Guide Healthcare.

Qualifications and Experience

Essential

Demonstrated experience in administration, workforce coordination or operational support within a healthcare environment.
Experience managing administrative processes requiring a high level of accuracy and attention to detail.
Experience working with payroll processes, timesheet management or workforce administration.
Strong organisational, time management and prioritisation skills.
Excellent written and verbal communication skills.
High level of proficiency using Microsoft Office, particularly Excel.
Ability to work independently while managing competing priorities.
Desirable
Experience within community health, aged care, disability or allied health services.
Experience using Monday.com or equivalent workflow management software.
Experience working with payroll or rostering systems.
Certificate IV or Diploma in Business Administration, Health Administration or a related discipline.

Skills and Attributes

Exceptional organisational skills and attention to detail.
Strong analytical and problem-solving capability.
Ability to manage multiple competing priorities.
Excellent interpersonal and stakeholder engagement skills.
High level of professionalism and confidentiality.
Strong customer service focus.
Ability to build positive working relationships across multidisciplinary teams.
Commitment to continuous improvement and operational excellence.
Demonstrated initiative and accountability.
Commitment to Guide Healthcare's values, culture and vision.