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