Aged care isn’t provided by one or two key people, it’s a whole team working together to make sure residents and clients get the care and support they need, every day. Some of these people you’ll see often, others are more behind the scenes, but they all play an important part in keeping things safe, comfortable and running smoothly.
So, who’s actually in these teams? What do they do, and why does it matter?
In this series, we’ll introduce you to the different roles in aged care, explain what they’re responsible for, and show how they all work together to support you and your loved ones.
What is an Administration Assistant?
An Administration Assistant helps keep an aged care home running smoothly day to day, supporting residents, families, staff and visitors across many different areas.
They provide practical and administrative support, including working closely with management, clinical staff, allied health, hopsitality and volunteers. Their role helps ensure important information, communication and day-to-day operations stay organised and efficient.
This can include:
- Supporting resident admissions, discharges and hospital leave processes
- Updating electronic systems, communication lists and resident records
- Managing stock orders, deliveries and inventory across the aged care home
- Processing invoices and administrative documentation
- Reporting maintenance issues and liaising with contractors
- Conducting room inspections to ensure spaces are clean, safe and ready for new residents
- Completing walk-throughs to ensure documentation across the home remains accurate and compliant
- Managing emails, phone enquiries, meeting minutes and day-to-day office tasks
Administration Assistants are often one of the first points of contact for residents and families, helping create a welcoming and supportive environment throughout the home.
Why is an Administration Assistant important?
An Administration Assistant is important because they help keep the home organised, connected and running efficiently behind the scenes.
They:
- Support residents, families and staff with day-to-day enquiries and practical needs
- Help ensure important information and documentation is accurate and up to date
- Keep supplies, stock and services organised so teams can work effectively
- Support communication across the home through updates, notices and meeting coordination
- Help maintain a safe, comfortable and well-presented environment for residents and visitors
- Assist multiple departments to help the service run smoothly each day
When administration support is working well, residents and families experience clear communication, reliable support and a well-organised environment.
What does a typical day look like for an Administration Assistant?
No two days are exactly the same, as Administration Assistants support many different areas across the home.
A typical day may include:
- Managing emails and responding to enquiries
- Answering phone calls and assisting residents, families and visitors
- Raising maintenance requests and following up on repairs
- Monitoring stock levels and processing orders or invoices
- Updating records and administrative systems
- Conducting walk-throughs across the facility
- Supporting admissions, discharges and hospital leave processes
- Assisting staff and residents with practical day-to-day needs
Throughout the day, they often move between departments to help ensure operations run smoothly and residents receive the support they need.
When are residents and families likely to see or hear from an Administration Assistant?
Administration Assistants regularly interact with residents and families throughout the day, particularly as they are often based near reception.
Residents and families may see or hear from them:
- When entering or visiting the home
- During admissions, discharges or general enquiries
- Through communications sent on behalf of the Service Manager or Clinical Team
- During Resident and Representative Meetings
- When practical assistance is needed, such as support with technology or room-related matters
Through regular interaction, Administration Assistants often build strong relationships with residents and families and become a familiar, approachable presence in the home.
