HR & Admin Coordinator – Staff Scheduling (Work From Home, PH)

Australian Telehealth & Natural Health Business

About Us
The Lucy Rose Clinic is a nationwide Australian telehealth clinic specialising in thyroid & hormonal health, with a growing internal pathology lab and a new B2B arm.

We’re looking for a detail-obsessed, reliable HR & Scheduling Coordinator based in the Philippines to support our Australian team with staff scheduling, HR administration, and leave management.

This is a part-time, long-term role (it may grow to more hours as the business evolves)
Hours: 8am- noon AEST / AEDT (4 hours/day, Monday–Friday)
Location: Work from home (Philippines)

Key Responsibilities

1. Staff Scheduling & Roster Management

Maintain and update staff schedules in our booking system (telehealth appointments)
Ensure the booking system is always aligned with Deputy (time & attendance / HR system)
Adjust rosters in real time when staff availability changes
Ensure adequate coverage across practitioners, sales, and support teams

2. Leave, Sick Leave & Staffing Gaps

Review and approve/decline leave requests in Deputy based on staffing needs and rules
Manage sick calls: update the schedule promptly, reassign bookings, and flag risks to the operations lead
Track patterns of sick leave and escalate issues where needed
Maintain accurate records of leave, hours and any changes

3. HR Administration & Compliance Support

Prepare and update employment and contractor documentation (contracts, variations, letters) using templates
Keep staff files up to date (contracts, personal details, start dates, status changes)
Schedule and coordinate HR meetings (probation check-ins, performance reviews, HR issues)
Liaise with our external HR/legal advisors when required – collating documents, timelines and basic case notes
Help ensure documentation is consistent with Australian HR standards and confidentiality requirements

4. Operations & EA-style Support (growth area)

Assist the Manager with follow-up actions from HR/ops meetings
Help track key HR metrics (headcount, leave balances, FTE, etc.)
Maintain QC processes - keeping staff accountable

Must-Have Skills & Experience

We’re looking for someone who is strong on both HR admin and detail.
You MUST have:

HR experience with Australian companies
Familiar with basic Australian HR concepts: leave types, notice periods, Fair Work basics, awards vs contracts (you don’t have to be a lawyer, but you must be “HR-literate”)
Proven experience in HR coordination / HR generalist / workforce scheduling (2+ years)
Excellent English (written & spoken) – you’ll be writing to staff and sometimes joining HR-related calls
Strong attention to detail – schedules, contracts and hours must be precise
Experience with at least one of:
HRIS / time & attendance tools (e.g. Deputy, Tanda, RosterElf, etc.)
Booking systems or appointment-based environments (healthcare, clinics, call centres, etc.)
Solid administration skills – organised with documents, version control, and follow-through
High level of integrity and confidentiality – you’ll be dealing with sensitive staff information
Tech confident: comfortable using cloud tools (Google Workspace, spreadsheets, HR systems, project tools)

Nice-to-Have

Direct experience with Deputy
Experience in healthcare, telehealth, clinics, or allied health
Exposure to performance management / PIP processes and probation tracking
Experience supporting or liaising with lawyers or external HR consultants
Desire to eventually grow into a broader EA / Operations support role

Personal Attributes

To succeed in this role, you are:
Calm and steady under pressure – especially when staff call in sick or schedules change last minute
Proactive – you spot gaps before they become crises
Firm but fair – you can say no to leave when coverage isn’t possible, but in a kind, professional way
Highly organised – you love tidy systems, clear lists, and nothing slipping through the cracks
Discreet and professional – you understand HR is about trust

How to Apply (you can use this block directly)

Please send:

Your CV

A short cover letter outlining your HR experience with Australian companies and your experience with scheduling/rostering
A short introductory video
Your expected monthly salary (PHP) for a part-time role (4 hrs/day, Mon–Fri)
your work from home set up
Internet speed test

Email subject line: HR & SCHEDULING COORDINATOR – [Your Name]