How to roster aged care staff
A complete guide to rostering aged care staff in Australia, including mandatory care minute requirements, Aged Care Award compliance, and strategies for effective shift planning.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about aged care rostering. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Care minute requirements
Mandatory staffing requirements for residential aged care facilities.
Total care minutes
200 minutes per resident per day
RN care minutes
Minimum 40 minutes per resident per day
RN presence
24/7 on-site RN for residential facilities
Reporting
Quarterly care minute reporting to DoH
Important: Care minute requirements apply to residential aged care only. Home care services have different funding and service delivery models.
6 steps to compliant aged care rostering
Follow these steps to create compliant and effective aged care rosters.
Understand your care minute requirements
Calculate minimum staffing based on mandatory care minutes for residential aged care facilities.
Key considerations:
- Target: 200 care minutes per resident per day
- Minimum 40 minutes must be from a Registered Nurse
- Requirements apply 24/7, including weekends
- Track actual vs required minutes across all shifts
Map your skill mix requirements
Ensure each shift has the right combination of RNs, ENs, PCWs, and allied health staff.
Key considerations:
- RN must be on-site at all times for residential care
- Balance skill levels across morning, afternoon, and night shifts
- Consider high-care vs low-care resident ratios
- Account for medication administration requirements
Create shift patterns that work
Design shift structures that provide continuity of care while managing fatigue.
Key considerations:
- Standard shifts: AM (6am-2pm), PM (2pm-10pm), Night (10pm-6am)
- Minimum shift engagement: 4 hours full-time, 2 hours part-time/casual
- Maximum 10 hours per shift under Aged Care Award
- Limit consecutive night shifts to manage fatigue
Apply the correct award classifications
Use appropriate classifications under the Aged Care Award or SCHADS Award.
Key considerations:
- Residential aged care: Aged Care Award 2010
- Home care: SCHADS Award (Schedule F from January 2025)
- Check 2025 pay rate increases (Stage 1: Jan, Stage 2: Oct)
- Ensure broken shift allowances are applied for home care
Build in flexibility for fluctuating care needs
Create systems to handle variable resident acuity and unplanned absences.
Key considerations:
- Maintain a casual pool for shift coverage
- Cross-train staff across care areas where possible
- Use availability management to know who can fill gaps
- Plan for higher acuity during palliative care periods
Support compliance and documentation
Maintain records that demonstrate compliance with care minute requirements.
Key considerations:
- Record actual hours worked by classification
- Document skill mix for each shift
- Keep rosters accessible for audits
- Report care minutes to the Department of Health
Simplify aged care rostering
RosterElf automates care minute tracking, award compliance, and shift management for aged care facilities. Built for Australian small businesses.
Aged care award vs SCHADS award
Understanding which award applies to your aged care workers.
| Aspect | Aged Care Award | SCHADS Award |
|---|---|---|
| Coverage | Residential aged care facilities | Home care and community services |
| Minimum shift (FT) | 4 hours | 2 hours (home care) |
| Minimum shift (PT/Casual) | 2 hours | 2 hours |
| Broken shifts | Limited provisions | Up to 2 breaks, 12-hour span maximum |
| Weekend penalties | Sat 150%, Sun 175% | Sat 150%, Sun 200% |
| 2025 pay increases | Stage 1: Jan, Stage 2: Oct | Stage 1: Jan, Stage 2: Oct |
Typical aged care shift patterns
Standard shift structures for residential aged care facilities.
Morning (AM)
6:00am - 2:00pm
Staffing level: Highest - peak care needs
Key tasks: Personal care, breakfast, medications, hygiene
Afternoon (PM)
2:00pm - 10:00pm
Staffing level: Medium - social activities
Key tasks: Activities, dinner, medications, evening care
Night
10:00pm - 6:00am
Staffing level: Minimum - monitoring focus
Key tasks: Monitoring, repositioning, emergency response
Overlap AM/PM
1:00pm - 3:00pm
Staffing level: Additional for handover
Key tasks: Handover, lunch service, medication round
Aged care rostering tips
Strategies for effective and compliant aged care rostering.
Start with RN roster
Build your roster around RN availability first to ensure 24/7 coverage and 40-minute requirements.
Use master rosters
Create repeating roster templates that meet care minute requirements as a baseline.
Track in real-time
Monitor actual vs required care minutes throughout each day, not just at month end.
Cross-train PCWs
Develop staff who can work across different care areas to provide flexibility.
Maintain casual pool
Build relationships with reliable casuals who know your facility and residents.
Plan for peaks
Anticipate higher staffing needs during palliative care, flu season, and holidays.
Common aged care rostering mistakes
Avoid these costly errors in aged care staff rostering.
Falling short on care minutes
Consequence: Non-compliance with mandatory requirements, potential penalties
Solution: Track care minutes in real-time and adjust staffing proactively
Using wrong award for home care workers
Consequence: Using disability rates for aged care work leads to underpayment
Solution: Ensure home care workers are classified under SCHADS Schedule F from January 2025
Insufficient RN coverage
Consequence: Failure to meet 24/7 RN requirement and 40-minute minimum
Solution: Plan RN rosters first, then build other staff around them
Not applying broken shift allowances
Consequence: Underpayment for home care workers with split shifts
Solution: Apply SCHADS broken shift allowances and 12-hour span limits
Ignoring fatigue management
Consequence: Staff burnout, errors, WHS issues
Solution: Limit consecutive shifts and ensure minimum breaks between shifts
Related guides
Learn more about rostering and compliance
Frequently asked questions
- From October 2024, residential aged care facilities must provide 200 care minutes per resident per day, with at least 40 minutes from a Registered Nurse. These requirements apply 24/7 and must be reported quarterly to the Department of Health.
- No, the mandatory care minute requirements apply only to residential aged care facilities. Home care services are funded through individual Home Care Packages, which have their own service delivery requirements but not mandated staff-to-client ratios.
- Calculate care minutes by multiplying staff hours by 60, then dividing by resident numbers. For example, if you have 50 residents and staff work a combined 166.67 hours, that's 10,000 minutes ÷ 50 residents = 200 care minutes per resident per day.
- Facilities that consistently fail to meet care minute targets may face compliance action from the Aged Care Quality and Safety Commission, including sanctions, additional monitoring, or funding impacts. Regular reporting helps identify issues early.
Australian aged care regulations
This guide is aligned with official Australian aged care and workplace regulations.
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