NDIS Operations & Systems Manager (030 - 1241)

• →Executive Support & Administration: Act as the primary EA to the Founder/CEO and Program Director.
• →Internal Systems Mastery: Set up, integrate, and seamlessly manage workflows across ShiftCare, Employment Hero, Xero, Microsoft 365 (Outlook, Teams), Canva, and Snap forms.
• →Process Improvement & AI: Continuously identify opportunities to streamline processes, automate manual data entry, and implement practical AI/tech tools to improve business efficiency.
• →HR & Payroll Coordination: Manage employee onboarding, HR administration, personnel records, timesheets, and rostering. Apply a strong understanding of the SCHADS Award to ensure payroll accuracy.
• →NDIS Administration & Compliance: Oversee PRODA, claims, worker screening, incident reporting, restrictive practices, and audit documentation.
• →Bookkeeping: Handle routine financial tasks including Xero management, invoicing, bank reconciliations, and payroll-related finance duties. Must have experience in understanding the NDIS Price Guide, and communicating with self-managed, plan-managed, and agency-managed funding.

• Extensive NDIS & PRODA Expertise: A minimum of 3 years of full-time experience navigating NDIS administration, compliance frameworks, and the PRODA portal.
• Executive-Level Support: Proven experience as a Senior Administrator or Executive Assistant, with a strong background in supporting founders, small business owners, or leadership teams.
• Advanced Systems Configuration: High-level proficiency in ShiftCare, Employment Hero, and Xero. You must not only know how to use these platforms but also have experience in their backend setup, configuration, and optimization.
• Australian HR & SCHADS Award Knowledge: A strong, practical understanding of Australian HR and payroll principles, with specific expertise in interpreting and applying the SCHADS Award.
• Core Bookkeeping Capabilities: Hands-on financial administration experience, including accurate payroll processing, invoicing, and bank reconciliations.
• Technological Agility & Process Optimization: You are highly tech-savvy and a rapid learner of new tools (e.g., Snap forms). You possess a proven track record of streamlining workflows, implementing automations, and leveraging AI tools to drive business efficiency.
• Comprehensive Software Expertise: Advanced skills across the Microsoft 365 ecosystem (Outlook, Teams, Excel, Word, PowerPoint) as well as practical design experience using Canva for professional communications.
• Exceptional Communication & Accuracy: Flawless written and spoken English, paired with meticulous attention to detail across all data entry, compliance, and communication tasks.

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• NDIS Compliance Screening: You must successfully undergo and maintain all mandatory background checks and worker screening required for NDIS compliance.
• Secure Remote Setup: You must have a reliable, high-speed internet connection and your own secure, professional-grade equipment (including a modern laptop and smartphone) to perform your duties safely and effectively.
• Full Exclusivity (40 hours/week): We require a candidate who is fully dedicated to this role on a full-time basis (40 hours per week). You must not be employed by another company, manage outside client work, or hold other ongoing commitments that would distract from this position.
• Strict Confidentiality & No Social Media Disclosure: You must maintain absolute confidentiality regarding the business and our participants. Additionally, you must not disclose, list, or reflect this role or engagement on LinkedIn or any other public social media platforms.