How to roster healthcare staff
Create compliant rosters for healthcare workers under the Health Professionals and Support Services Award (MA000027) and Nurses Award (MA000034).
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about rostering healthcare staff under Australian awards. 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.
HPSS award vs nurses award comparison
| Aspect | HPSS Award (MA000027) | Nurses Award (MA000034) |
|---|---|---|
| Coverage | Allied health professionals, support services, admin | Registered nurses, enrolled nurses, AINs |
| Ordinary hours | 38 per week or 76 per fortnight | 38 per week, 76 per fortnight, or 152 per 28 days |
| Maximum shift | 10 hours (day workers) | 10 hours (12 hours by agreement) |
| Roster notice | 2 weeks before roster period | 7 days before roster period |
| Change notice | 7 days (except emergencies) | 7 days (with limited exceptions) |
| Minimum break between shifts | 8 hours | 10 hours (8 hours by agreement) |
Step-by-Step guide
Follow these steps to create compliant healthcare rosters
Identify applicable awards and agreements
Determine which industrial instrument covers your healthcare workers—HPSS Award, Nurses Award, or enterprise agreement.
Key considerations:
- HPSS Award (MA000027): Allied health, medical receptionists, support staff
- Nurses Award (MA000034): Registered nurses, enrolled nurses, nurse practitioners
- Medical Practitioners Award: Doctors and medical officers
- Many healthcare organisations have enterprise agreements with additional provisions
Set up fortnightly roster cycles
Create rosters using the standard fortnightly period required under healthcare awards.
Key considerations:
- Display ordinary hours on a fortnightly roster
- Post roster at least 2 weeks before the roster period (HPSS)
- 7 days notice for roster posting (Nurses Award)
- Any roster changes require 7 days notice except emergencies
Structure shifts within award limits
Design shifts that comply with maximum hours, break requirements, and shift duration rules.
Key considerations:
- 38 ordinary hours per week (or 76 per fortnight)
- Maximum 10-hour shifts (excluding breaks) under Nurses Award
- 12-hour shifts available with agreement for nurses
- Minimum 8-hour break between shifts (10 hours for nurses)
Plan meal and rest breaks
Schedule mandatory breaks to ensure staff can rest during long healthcare shifts.
Key considerations:
- 30-60 minute unpaid meal break after 5 hours work
- 10-minute paid tea break for every 4 hours worked
- Tea breaks can be combined into 20 minutes by agreement
- Nurses: 10-minute breaks each half of shift, 30-60 min meal break
Apply correct shift loadings and penalties
Calculate penalty rates for shift work, weekends, and public holidays.
Key considerations:
- Afternoon shift (HPSS): 12.5% loading
- Night shift (HPSS): 15% loading
- Saturday: 150% for full/part-time, 175% casual
- Sunday: 175% full/part-time, 200% casual
Build in adequate staffing for patient safety
Ensure each shift has appropriate skill mix and coverage for safe patient care.
Key considerations:
- Match staffing levels to patient acuity
- Ensure adequate RN coverage for medication rounds
- Plan for handover periods between shifts
- Build contingency for unexpected absences
Healthcare penalty rates 2025
| Shift Type | HPSS Award | Nurses Award |
|---|---|---|
| Afternoon shift loading | 12.5% | 15% |
| Night shift loading | 15% | 15% |
| Saturday (FT/PT) | 150% | 150% |
| Saturday (Casual) | 175% | 175% |
| Sunday (FT/PT) | 175% | 175% |
| Sunday (Casual) | 200% | 200% |
| Public holiday (FT/PT) | 250% | 250% |
Rates effective from 1 July 2025. Casual employees receive base casual loading plus applicable penalties.
Common healthcare shift patterns
Day shift
Typical hours: 7am - 3:30pm
Nil (ordinary hours)
Afternoon shift
Typical hours: 3pm - 11:30pm
12.5-15% loading
Night shift
Typical hours: 11pm - 7:30am
15% loading
Rotating shift
Typical hours: Varies by roster
Applicable loading per shift
Common healthcare rostering mistakes
Insufficient break between shifts
Fatigued staff, safety risks, penalty payments for inadequate breaks
Ensure minimum 8-10 hour gaps between shifts depending on award
Changing rosters without proper notice
Overtime payments, staff grievances, potential disputes
Provide 7 days notice for changes unless genuine emergency
Not posting rosters in advance
Non-compliance with award requirements, staff unable to plan
Post rosters 2 weeks (HPSS) or 7 days (Nurses) before period starts
Ignoring consecutive day limits
Fatigue-related incidents, reduced care quality
Limit consecutive shifts and ensure adequate rest days
Fatigue management in healthcare
The Victorian Rostering Toolkit (June 2025) recommends limiting weekly work hours to 48 hours or less to prevent errors and promote sleep. Consider these fatigue management practices:
- Minimise consecutive night shifts
- Provide adequate breaks between shifts (minimum 10 hours for nurses)
- Consider flexible shift lengths (6-10 hours) based on individual needs
- Avoid quick turnarounds (afternoon to morning shifts)
Frequently asked questions
- Healthcare workers are covered by different awards depending on their role. The Health Professionals and Support Services Award (MA000027) covers allied health professionals, medical receptionists, and support staff. The Nurses Award (MA000034) covers registered nurses, enrolled nurses, and assistants in nursing. Medical practitioners have their own award. Many hospitals and healthcare organisations also have enterprise agreements that modify or add to award conditions.
- Under the HPSS Award, rosters must be displayed at least 2 weeks before the start of the roster period. Under the Nurses Award, rosters must be posted at least 7 days before the roster period starts. Rosters should be displayed in an easily accessible place. Any changes after posting generally require 7 days notice, with exceptions for emergencies and shift swaps.
- Yes, under the Nurses Award, 12-hour shifts are possible by mutual agreement between the employer and employee. Without agreement, maximum ordinary hours shift length is 10 hours (excluding meal breaks). When working 12-hour shifts, appropriate rest breaks must be provided and the minimum break between shifts still applies.
Regulatory sources
Official resources for healthcare employment compliance:
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