Before your aged care work placement in Melbourne begins, your placement provider will require several documents to verify your identity, fitness for the role, and eligibility to work in Australia. Getting these sorted early prevents last-minute delays to your placement start date.

Clinton Institute works with a network of recognised aged care placement partners including Arcare, Opal Healthcare, and Benetas. This guide covers exactly which documents you need, where to get them, and how long each process takes — updated for Victoria's 2026 requirements.

1. National Police Certificate

A national police check is mandatory for all aged care workers in Victoria. Under the Aged Care Act 2024, your police certificate must be issued within the past three years — certificates older than three years do not satisfy the screening obligation.

Apply through the Australian Federal Police (AFP) or an approved NPCC agency. The process typically takes 1–15 business days depending on the provider. Cost: approximately $43–$80.

"We always tell our students — start your checks the day you accept your placement offer, not the week before," says Laiju Thomas, Aged Care Trainer at Clinton Institute. "The NDIS Worker Screening alone can take 3–4 weeks, and we've seen students miss placement starts because they left it too late."

Source: Australian Government Department of Health — Aged Care Workforce Screening

2. NDIS Worker Screening Check

If your placement facility is a registered NDIS provider — which includes most residential aged care and home care settings in Melbourne — you will need an NDIS Worker Screening Check. This national check examines both your criminal history and work misconduct history.

Mutual recognition: Under the Aged Care Act 2024, a valid NDIS Worker Screening Clearance is recognised in aged care settings — you may not need a separate police certificate. However, an aged care police certificate alone does not substitute for the NDIS check in NDIS-registered settings.

In Victoria, apply via Service Victoria at service.vic.gov.au. You will need a MyServiceNSW account, three identity documents, your placement provider's Employer ID (Clinton Institute will provide this), and the application fee of approximately $107 (free for volunteers). Processing time: 2–4 weeks.

Source: Victoria Government NDIS Worker Screening Check

3. Identity Documents for the NDIS Check

You must provide three identity documents:

• Commencement of identity: Australian birth certificate, Australian passport, or foreign passport with valid Australian visa
• Primary use in community: Australian driver licence, Medicare card, or proof of age card
• Secondary use in community: Utility bill, bank statement, or ATO Notice of Assessment (issued within 12 months)

If your name differs across documents, you also need a linkage document such as a marriage certificate or re-issued birth certificate.

Source: NDIS Worker Screening Check 2026 Complete Guide

4. Vaccination Records

Most aged care facilities in Melbourne require evidence of:

• Influenza vaccination: Annual flu shot, required before autumn each year
• COVID-19 vaccination: At least two doses required by most facilities
• Hepatitis B: Some placement providers require this — check with Clinton Institute

Obtain your immunisation history statement from the Australian Immunisation Register (AIR) via Medicare Online through myGov, or ask your GP for a signed immunisation record.

5. Statutory Declaration (If Needed)

If you have lived overseas after age 16 and are awaiting your police check or NDIS clearance, your placement provider may ask you to complete a statutory declaration confirming no precluding offences. This is a bridging measure only — it does not replace the valid clearance requirement. Workers with pending clearances may be supervised until their clearance is issued.

Source: New Aged Care Worker Screening Rules 2026

6. Right to Work in Australia

International students on a student visa must present their passport, student visa grant notice, and Confirmation of Enrolment (CoE) to the placement provider. Clinton Institute confirms enrolment status for all students on placement.

When to Start — Allow 6 Weeks Minimum

The NDIS Worker Screening Check alone can take 2–4 weeks to process. Police checks are faster (1–15 days) but still need buffer time. Start at least 6 weeks before your placement is due to begin.

Clinton Institute's student support team sends every placement student a pre-placement document checklist when placement is confirmed. We also help students translate documents and obtain certified copies.

Ready to start your aged care qualification?

Clinton Institute (RTO ID: 41597, CRICOS: 03540C) offers CHC33021 Certificate III in Individual Support with guaranteed work placement in Melbourne. Our team helps you prepare every document before placement starts.

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Frequently Asked Questions

Do I need a police check for aged care placement in Melbourne?

Yes. A police check is mandatory for all aged care workers in Victoria under the Aged Care Act 2024. Your police certificate must be issued within three years. If you hold a valid NDIS Worker Screening Clearance, it is mutually recognised in aged care — you may not need a separate police check.

What is the NDIS Worker Screening Check?

The NDIS Worker Screening Check is a national background check examining criminal history and work misconduct history. You need it for any risk-assessed role at a registered NDIS provider — which includes most aged care settings in Melbourne. In Victoria, apply via Service Victoria at service.vic.gov.au. Fee: approximately $107 (free for volunteers). Processing: 2–4 weeks.

What identity documents do I need for the NDIS Worker Screening Check?

Three identity documents are required: (1) commencement of identity — Australian birth certificate, Australian passport, or foreign passport with valid Australian visa; (2) primary use in community — Australian driver licence, Medicare card, or proof of age card; (3) secondary use in community — utility bill, bank statement, or ATO Notice of Assessment (issued within 12 months).

Are vaccinations required for aged care placement in Victoria?

Yes. Most aged care facilities in Melbourne require evidence of influenza vaccination (annual), COVID-19 vaccination (at least two doses), and sometimes hepatitis B vaccination. Obtain your immunisation history statement from the Australian Immunisation Register (AIR) via myGov, or ask your GP for a signed record.

How long does it take to get a police check or NDIS Worker Screening Check?

A national police check takes 1–15 business days. The NDIS Worker Screening Check takes 2–4 weeks after submission and employer verification. Clinton Institute advises students to start the process at least 6 weeks before placement begins.

Can Clinton Institute help with placement document requirements?

Yes. Clinton Institute (RTO ID: 41597, CRICOS: 03540C) provides every placement student with a pre-placement document checklist and one-on-one support. Our team helps translate documents, obtain certified copies, and navigate the NDIS Worker Screening process. Contact admission@clinton.edu.au.

Clinton Institute is a registered training organisation (RTO ID: 41597, CRICOS: 03540C). Learn more about us.