Offer summary

Qualifications:

Minimum 2 years of experience in an Administration Support role within an NDIS organization., Strong administrative skills, preferably in healthcare or disability services., Proficiency in Microsoft Office Suite and familiarity with CRM tools like HubSpot., Excellent communication skills in Australian English, both verbal and written..

Key responsabilities:

Manage staff schedules and handle rostering issues.

Track and monitor staff compliance documents and assist in audit preparation.

Conduct initial screenings of job applicants and maintain recruitment trackers.

Provide administrative support including booking client appointments and managing communications.

Job description

This is a remote position.

Job Overview

As we continue to expand, we are seeking an AU Administrative Support Officer with NDIS experience to join our team and play a vital role in ensuring smooth day-to-day operations in this remote opportunity. As an Administrative Support Officer, you will be responsible for managing staff schedules, ensuring compliance with NDIS regulations, assisting in recruitment, supporting marketing efforts, and handling various administrative tasks. This role requires a highly organized and proactive individual with strong attention to detail, excellent communication skills, and the ability to work under pressure.

Job Description

As an AU Administrative Support Officer, part of your responsibilities will include:

Roster Management & Scheduling

Handle rostering issues and organize staff schedules.
Update and maintain roster changes as required.
Set reminders and communicate schedule updates with support workers.

Training & Compliance

Track and monitor staff compliance documents, ensuring all necessary documentation is up-to-date.
Follow up with staff to upload compliance documents and complete training requirements.
Maintain compliance records and assist in audit preparation.

Marketing Assistance

Provide basic support in graphic design and video editing (training available).
Assist in social media management and content creation in collaboration with the CEO.

Recruitment & Onboarding

Conduct basic screening of job applicants based on location, skills, and client requirements.
Enter applicant information into HubSpot CRM and Aircall.
Conduct initial screenings via Microsoft Teams and schedule interviews with management.
Maintain recruitment trackers in Excel.
Update HR checklists and ensure all onboarding documents are signed and filed correctly.

Support Plans & Documentation

Assist in creating and reviewing Support Plans in Microsoft Word.
Use AI tools to provide status updates based on care notes and allied health reports.
Maintain participant documentation within Microsoft 365.
Summarize incident reports upon management’s request.

Administrative Support

Book NDIS client appointments and assist with calendar management.
Monitor group chats for updates and issues concerning clients.
Order PPE stock and coordinate deliveries for clients and staff via Amazon.
Compile and summarize results from satisfaction surveys.
Assist in scheduling and coordination of participant care reviews.
Send birthday messages to staff and clients as part of engagement initiatives.

Communication & Support

Act as the first point of contact for support workers via the operations mobile.
Provide initial assistance to staff inquiries and escalate participant-related calls to management.
Follow telephone scripts and maintain a professional approach when handling calls.

Requirements

Minimum 2 years of relevant experience in an Administration Support role under an NDIS organization and the like.
Experience working for an Australian Client/Business is required.
NDIS Industry Experience – Minimum 2-3 years of experience in rostering and NDIS operations. Open to candidates with 5+ years of relevant experience
Strong Administrative Skills – Previous experience in administrative roles, preferably in healthcare or disability services.
Technical Proficiency – Comfortable using

Microsoft Office Suite (Excel, Word, Outlook).
HubSpot CRM & Aircall (or similar CRM tools).
Basic graphic design & video editing tools (open-source platforms).

Organizational & Time Management Abilities – Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
Excellent Communication Skills – Fluent in Australian English with strong verbal and written skills. Must be able to communicate clearly with support workers and management.
Problem-Solving & Attention to Detail – Ability to handle rostering issues, track compliance records, and ensure smooth operational support.

Experience working in an NDIS service provider environment.
Familiarity with NDIS compliance and reporting requirements.
Knowledge of additional workflow or scheduling tools.

Benefits

Permanent Work-from-home setup
Company-provided equipment
Secondary Wi-Fi Modem
21 Leave Credits
100% conversion of UNUSED leave credits
HMO on Day 1
13th Month Pay
Grab Voucher every month
Birthday Gift
Loyalty Gift
Christmas Gift
Work-Life Balance
Active employee engagements physically such as Christmas Party & Team Building, and virtual events such as town-hall with prizes.