ADMINISTRATIVE & SCHEDULING SUPPORT SPECIALIST (NDIS)

Key Responsibilities 1. Client & Staff Administration & Coordination Manage client and staff records and administrative processes including: • Creating and updating client and staff profiles in Visual Care • Uploading ACEAR forms and other documentation, and managing digital signatures via DocuSign • Drafting NDIS Service Agreements and following up on client approvals and required documentation • Processing staff onboarding paperwork end to end for new support workers 2. Scheduling & Rostering Support Ensure accuracy in workforce scheduling: • Create and update staff rosters and assign carers to client shifts in Visual Care • Confirm scheduled shifts with staff and communicate roster updates • Manage cancellations and changes, and flag unallocated shifts • Conduct daily roster checks and track staff hours worked 3. Funding, Invoicing & Claims Processing Support financial administration processes: • Track funding approvals and client budgets, flagging any deficits • Verify kilometre claims and review extended shift entries • Follow up on outstanding claims and required documentation • Assist with end-of-month financial and claims processes 4. Communication & Email Management Provide structured communication support: • Summarise and prioritise incoming emails • Liaise with support workers, clients and stakeholders via phone and email • Maintain a consistent daily communication rhythm with the founders (morning check-in, midday touchpoint, end-of-day update) • Follow up on approvals, documents and service updates 5. Compliance & Documentation Ensure all processes align with NDIS standards: • Build and maintain a structured, version-controlled filing system from the ground up • Rebrand and customise purchased policy and compliance documents in line with company branding • Maintain accurate records and documentation; assist with audit preparation and compliance tracking • Ensure all required approvals and signatures are completed • Effectively utilise Microsoft 365 applications including SharePoint, Teams, Outlook, Word, Excel, OneDrive, and document management systems to manage records and compliance documentation Key Skills & Experience • Strong administrative and scheduling experience • Experience using CRM or care management systems (e.g., Visual Care) • Experience with e-signature and document platforms (e.g., DocuSign) • Experience within the Australian NDIS or disability services sector is highly advantageous • Healthcare, mental health, or community services background is highly desirable • Excellent written English and communication skills • Strong attention to detail and accuracy are essential for success in this role • Advanced organisational and time management skills • Ability to manage multiple tasks and prioritise effectively • Minimum 2–3 years experience in a similar admin or coordination role Ideal Candidate Attributes • Highly organised and detail-oriented • Proactive and able to work independently • Strong problem-solving mindset • Empathetic and patient (important in a mental health and disability support environment) • Quick learner with strong system adaptability • Personable, with genuine warmth and good energy