Administration Assistant (NDIS) - Payroll, Rostering and Finance Administration

Key Responsibilities Payroll Preparation

• Prepare pay runs in Xero for approval, applying award-based pay rates, overtime, penalty rates, superannuation and leave entitlements

• Check timesheets against rosters before each pay run, and report any differences, gaps or unusual entries to the approver rather than correcting them silently

• Prepare and check payroll only: the role does not approve or process payments, and brings any discrepancy to management's attention

• Work to the pay-cycle schedule, which is currently fortnightly and processed on Mondays, and be ready to adapt if the client moves to a weekly cycle or a mid-week processing day

• Keep clear records of what was checked, what was flagged and what was changed

Bookkeeping and Invoicing

• Reconcile bank accounts and code transactions in Xero, and match receipts

• Manage the invoicing workflow end to end, including creating, sending and tracking invoices, completed after payroll because errors are harder to correct on NDIS invoices than on pay

• Check that NDIS billing details, rates and line items are correct before invoices are issued, recognising that NDIS billing and SCHADS pay each carry their own complexity

• Complete month-end processes to the documented checklist

• Run aged-debtor reports

• Follows up plan managers and support coordinators using approved templates. Overdue amounts owed directly by families are escalated to management, not chased.

Rostering, Shift Management and CRM Administration

• Enters and amends shifts as directed. Does not make mentor-to-participant matching or replacement decisions. Flags clashes, gaps and unfilled shifts to the Relationship Coordinator or Operations and Administration Manager.

• Work in the rostering software (ShiftCare preferred, Deputy, Employment Hero or similar is acceptable)

• Support the link between rostering and payroll, including how rostering data flows into Xero

• Check that each shift is recorded correctly, with the right billing information, in the rostering system, because this data carries through to invoicing and payroll

• Process shift adjustments and roster changes communicated by staff, and record them in the CRM and rostering system

• Learn and work in the client's custom-built CRM, adapt to improvements, and give constructive feedback on how it works

Compliance and Documentation

• Backfill registration and compliance documentation, following the existing process

• Track and chase recurring compliance items in the Hub compliance register, including NDIS Worker Screening, Working With Children Checks, first aid and driver's licences, so nothing lapses

• Keep documents and records organised, accurate and easy to find

Document and Contract Preparation

• Prepare employment contracts, participant service agreements and other standard documents from approved templates, using details supplied or held in the Hub

• Check every draft for accuracy (names, dates, rates, NDIS line items) before sending it for review

• Does not alter template clauses, pay rates, prices or terms; any non-standard request is escalated

• Sends documents for signature only after approval, and files signed copies in the correct record

Policy and Procedure Administration

• Maintain the policy and procedure register, including version numbers, owners, approval dates and next review dates

• Flag documents due for annual review ahead of time and track them through to approval

• Make formatting, template and approved wording changes as directed, and keep a change log for each version

• Publish approved versions and arrange staff read-and-sign acknowledgements

• Does not change policy content or approve changes; raises suggested updates (for example, legislative or NDIS Commission changes) for management review

Recruitment Administration and Data

• Training is provided for these tasks, so prior experience is helpful but not essential

• Screen applications against role requirements, book interviews and schedule reference checks

• Enter and update records in the CRM or database, and check data quality, reporting errors and duplicates

• Maintain spreadsheets, using filters, lookups and basic formulas

Communication, Process and Privacy

• Write clear, polite and accurate emails and online messages to Australian staff and business contacts

• Question anything that does not look right (a gap, a missing detail or an inconsistency across shift records, invoices and payroll) rather than assuming it is correct

• Work exactly to documented processes, be open to learning the client's way of doing things, and raise suggested improvements and ideas instead of changing steps independently

• Send a short daily update to the Operations and Administration Manager covering what was completed, what is next and any roadblocks or pending items

• Handle personal information, including participant and employee details, with care and in line with the client's privacy and security requirements, working from a private and secure workspace

Hours and Location

• Remote, home based, full-time (40 hours per week), Monday to Friday

• Working hours must overlap with Adelaide business hours (9:00 am to 5:00 pm ACST/ACDT)

• Reliable internet and a private, secure workspace required

• Computer literacy and comfort learning new systems are required for daily work

Qualifications and Experience (Essential) • Australian award payroll preparation in Xero: 2+ years, including bank reconciliation and coding.

• Reports anomalies rather than correcting them silently.

• Clear, polite written English, including emails and online messages to staff.

• Privacy and data security, including willingness to provide an NBI clearance.

• Reliable internet, a secure workspace and full overlap with Adelaide business hours (9:00 am to 5:00 pm ACST/ACDT).

Highly Desirable • Knowledge of the SCHADS Award (Social, Community, Home Care and Disability Services), including broken shifts, minimum engagement and sleepovers. This is weighted above general award experience.

• Experience with the NDIS, including NDIS billing (rates, line items and billing systems), or with Australian disability, aged care or community services. This is a priority, but strong candidates who can learn it quickly will be considered.

• Familiarity with the NDIS provider portals (PRODA and PACE), which will become relevant as the client completes NDIS registration. This is desirable rather than required.

• Rostering or scheduling software experience (ShiftCare preferred, Deputy, Employment Hero or similar acceptable), including how it syncs with Xero

• Teachable and adaptable: willing to learn the client's way of working, comfortable sharing ideas, able to adapt to a custom-built CRM, and works exactly to documented processes with clear records of what was done