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.
What makes aged care rostering different?
Rostering aged care staff isn't like rostering retail or hospitality workers. Aged care rostering requires balancing mandatory care minute requirements, 24/7 RN coverage, skill mix ratios, and complex award rules—all while managing a mix of permanent, casual, and agency staff across fluctuating care needs.
This guide builds on fundamental roster creation principles with aged care-specific compliance requirements.
Since October 2024, Australian residential aged care facilities must provide a minimum of 200 care minutes per resident per day, with at least 40 minutes delivered by a Registered Nurse. This regulatory requirement—a direct outcome of the Royal Commission into Aged Care Quality and Safety—has fundamentally changed how aged care providers approach workforce planning.
Key insight: Unlike other industries where rostering focuses primarily on coverage and cost, aged care rostering must treat care minutes and skill mix as compliance metrics that are audited and reported to the Department of Health.
The aged care rostering challenge
- 24/7 RN presence: At least one RN must be on-site at all times— nights, weekends, public holidays
- Variable acuity: Resident care needs fluctuate (palliative care, flu season, hospital discharges) requiring flexible staffing
- Blended workforce: Balancing permanent staff continuity with casual flexibility and agency backup
- Dual award systems: Residential staff (Aged Care Award) vs home care workers (SCHADS Award Schedule F from January 2025)
- Tight margins: Aged care operates on thin budgets with 70-80% of costs being labour—every roster decision impacts viability
This guide walks through a systematic approach to aged care rostering that addresses these challenges while maintaining compliance, care quality, and cost control. Learn more about rostering software for aged care.
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 |
Quick reference: Aged care pay rates (2025)
Personal Care Worker (PCW)
$30.68/hr
Level 2, Year 1
Enrolled Nurse (EN)
$34.92/hr
Level 3, Year 1
Registered Nurse (RN)
$44.31/hr
Level 1, Year 1
Base rates effective January 2025. Penalties apply for weekends, evenings, and public holidays. View full Aged Care Award rates →
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
Common aged care roster patterns
Standard roster rotation patterns used in aged care facilities.
2-2-3 roster pattern
Staff work 2 days, off 2 days, work 3 days, then repeat. This pattern provides good work-life balance and ensures coverage without excessive consecutive shifts.
Example 2-week cycle:
Week 2: OFF OFF | Wed Thu Fri | OFF OFF
7-day rotating roster
Staff rotate through 7-day weeks with fixed days off. Common for 24/7 aged care facilities requiring consistent RN coverage.
Example for 3-person RN team:
Person B: Thu-Sat (PM shifts) | OFF Sun-Wed
Person C: Fri-Sun (Night shifts) + Mon | OFF Tue-Thu
4 on / 4 off pattern
Staff work 4 consecutive days, then have 4 days off. This pattern suits staff who prefer longer blocks of time off but requires careful fatigue management.
Example:
Week 2: OFF OFF OFF OFF | Fri Sat Sun Mon
Note: This pattern may attract overtime rates under the Aged Care Award if shifts exceed standard hours. Check with award requirements.
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.
How aged care rostering software helps
Purpose-built rostering software can automate compliance checks, track care minutes in real-time, and reduce roster preparation time by 70%.
Real-time care minute tracking
See live care minutes per resident as you build rosters. RosterElf calculates total minutes, RN minutes, and flags shortfalls before you publish—eliminating manual spreadsheet calculations.
Automatic award compliance
Built-in award interpretation applies Aged Care Award and SCHADS Award rules automatically—minimum shifts, penalty rates, break requirements, and split shift allowances.
Skill mix management
Tag staff by role (RN, EN, PCW) and see coverage at a glance. Roster warnings flag gaps in RN coverage or skill mix before shifts start, preventing last-minute scrambling.
Live labour budgets
Track rostered costs in real-time with penalties calculated automatically. Labour budgeting helps balance care quality with financial sustainability.
Manual rostering vs software
| Task | Manual (Excel/paper) | RosterElf |
|---|---|---|
| Weekly roster preparation | 2-4 hours | 15-30 minutes |
| Care minute calculation | Manual spreadsheet formulas | Automatic real-time |
| 24/7 RN coverage check | Visual scan, prone to error | Automatic warnings |
| Award compliance check | Manual lookup and calculation | Built-in award rules |
| Staff notification | Email/print manually | Instant push notifications |
Integrated aged care workforce management
RosterElf goes beyond rostering to provide an end-to-end aged care workforce solution:
- HR Hub: Track NDIS Worker Screening, police checks, first aid, CPD hours, and mandatory training with expiry reminders
- Time & attendance: GPS clock-in across multiple sites, photo verification, and variance reporting
- Payroll integration: Sync to Xero or MYOB with penalties pre-calculated—no manual data entry
- Communication: Team chat, newsfeed, and direct messaging for handovers and care notes
Free aged care rostering tools & templates
Download free tools to help with aged care roster planning and compliance.
AI roster generator
Generate aged care rosters automatically based on your staff, hours, and care requirements. AI-powered optimization for care minutes and skill mix.
Try nowShift cost calculator
Calculate the true cost of aged care shifts including base pay, penalty rates, casual loading, and superannuation under the Aged Care Award.
Calculate costsBreak compliance checker
Check if your aged care shift breaks comply with the Aged Care Award or SCHADS Award requirements including meal breaks and rest periods.
Check complianceFree roster templates
Download free aged care roster templates for Excel and Google Sheets with care minute calculations and award penalty formulas built-in.
Download templatesCommon 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
Advanced aged care rostering strategies
Strategies for complex aged care rostering scenarios.
Multi-site aged care rostering
If you operate multiple aged care facilities, efficient rostering requires visibility across sites and the ability to move staff between locations when needed.
- Central staffing pools: Maintain a pool of casual/agency staff who can cover across multiple facilities
- Site-specific compliance: Track care minutes and RN coverage separately for each facility while optimizing labour costs across the group
- Cross-site reporting: Compare labour costs, care minutes, and staffing efficiency across facilities to identify best practices
Learn more: How to manage multi-site rosters
Managing fluctuating resident acuity
Resident care needs aren't static. Plan for acuity variations caused by palliative care, hospital discharges, flu season, and dementia behavioural changes.
- Buffer capacity: Build rosters with 5-10% buffer above minimum care minutes to accommodate unexpected acuity spikes
- Casual pool strategy: Maintain relationships with 5-7 casuals per facility who can pick up extra shifts during high-acuity periods
- Palliative care planning: When residents enter palliative stage, increase RN/EN hours and reduce PCW-only shifts for symptom management
Balancing permanent, casual, and agency staff
Most aged care facilities use a mix of permanent, casual, and agency workers. Getting the balance right optimizes both care continuity and labour costs.
Recommended workforce mix:
- Permanent (FT/PT): 60-70%
- Casual (regular pool): 20-30%
- Agency (backup): 5-10%
- Permanent staff: Provide continuity of care and relationship-based support. Roster for consistent shifts and locations.
- Casual staff: Fill gaps and provide flexibility. Build a reliable pool who know your facility and residents well.
- Agency staff: Use sparingly for genuine emergencies. Factor in higher costs (often 1.5x permanent staff) when budgeting.
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.
- Yes, aged care rostering software like RosterElf tracks care minutes in real-time as you build rosters. The system calculates total care minutes and RN minutes per resident automatically, flagging any shortfalls before you publish the roster. This eliminates manual spreadsheet calculations and reduces compliance risk.
- Direct care minutes include hands-on care activities like personal hygiene, medication administration, wound care, and assistance with mobility. Indirect care includes documentation, care planning, family liaison, and staff handovers. Only direct care minutes count toward the 200-minute requirement, though indirect care is still essential for quality outcomes.
Related guides
Learn more about rostering and compliance
Aged care Award rates 2025-2026
Current pay rates, penalty calculations, and allowances under the Aged Care Award
SCHADS Award rates (home care)
Pay rates for home care and community services under SCHADS Schedule F
Rostering software
Automate scheduling and compliance
Schedule breaks compliantly
Ensure staff breaks meet award requirements
How to create a roster (general guide)
Comprehensive guide to rostering for any industry with Excel templates
Aged care workforce management software
Complete rostering, HR, and payroll solution for aged care providers
Australian aged care regulations
This guide is aligned with official Australian aged care and workplace regulations.
Common roles in aged care
Download free job description templates for your aged care team
Ready to streamline your aged care rostering?
Join thousands of Australian aged care providers using RosterElf to meet care minute targets, stay award-compliant, and reduce admin time.