Administrative & Scheduling Support Specialist (NDIS)

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

• 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

• 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