Administration Assistant (NDIS) - Payroll, Rostering and Finance Administration

Our client is an NDIS provider, established in 2022, preparing to become a registered provider and delivering core support and capacity building to around 120 participants with a team of around 45 to 50 staff. They are looking for one dedicated, full-time Administration Assistant to take over the repeatable, process-driven administration currently handled by the management team, so the team can stay focused on participants, staff and growing the business.

This is a hands-on administration role centred on payroll preparation, finance administration, rostering support and compliance documentation. You will work in Xero, the client's rostering system (ShiftCare) and a custom-built CRM, follow documented processes exactly, and prepare work for review and approval by the Operations and Administration Manager. The role does not approve payments or pay runs. It prepares, checks and flags. It also prepares standard documents and contracts from approved templates and maintains the policy and procedure register, without changing template terms or policy content.

The role suits a careful, procedure-driven administrator with solid Australian payroll and Xero experience, who reports anomalies instead of correcting them silently, and who handles personal and confidential information with care. Attention to detail is the top priority, along with a teachable, collaborative approach to learning the client's way of working. A healthcare or nursing background is not required; a background in bookkeeping, information management or program administration is what matters, and NDIS awareness is favourable. The final task list will be confirmed with the client through a task transfer exercise, and the role will grow as processes are documented and handed over, with additional tasks within the scope of the role (for example, preparing staff training documents) added over time.

In practice, shift adjustments, roster changes and CRM administration are expected to take more daily time than payroll itself. Payroll, billing and invoicing form a concentrated block of work in each pay cycle (indicatively around one working day), alongside roughly an hour a day of ongoing bookkeeping and an hour a day of shift management. These are indicative estimates, to be confirmed in the task transfer. Training will be provided through guided walkthroughs by the Operations and Administration Manager.

To give the client's management team accurate, well-checked payroll and finance administration, an up-to-date and clash-free roster, organised compliance and recruitment records, accurate documents prepared from approved templates, a well-maintained policy and procedure register, accurate shift and billing records, and a reliable daily update on what has been done and what is next.

• Prepare pay runs in Xero for approval, applying award-based pay rates, overtime, penalty rates, superannuation and leave entitlements

• Check timesheets against rosters before each pay run, and report any differences, gaps or unusual entries to the approver rather than correcting them silently

• Prepare and check payroll only: the role does not approve or process payments, and brings any discrepancy to management's attention

• Work to the pay-cycle schedule, which is currently fortnightly and processed on Mondays, and be ready to adapt if the client moves to a weekly cycle or a mid-week processing day

• Keep clear records of what was checked, what was flagged and what was changed

• Reconcile bank accounts and code transactions in Xero, and match receipts

• Manage the invoicing workflow end to end, including creating, sending and tracking invoices, completed after payroll because errors are harder to correct on NDIS invoices than on pay

• Check that NDIS billing details, rates and line items are correct before invoices are issued, recognising that NDIS billing and SCHADS pay each carry their own complexity

• Complete month-end processes to the documented checklist

• Run aged-debtor reports

• Follows up plan managers and support coordinators using approved templates. Overdue amounts owed directly by families are escalated to management, not chased.

• Enters and amends shifts as directed. Does not make mentor-to-participant matching or replacement decisions. Flags clashes, gaps and unfilled shifts to the Relationship Coordinator or Operations and Administration Manager.

• Work in the rostering software (ShiftCare preferred, Deputy, Employment Hero or similar is acceptable)

• Support the link between rostering and payroll, including how rostering data flows into Xero

• Check that each shift is recorded correctly, with the right billing information, in the rostering system, because this data carries through to invoicing and payroll

• Process shift adjustments and roster changes communicated by staff, and record them in the CRM and rostering system

• Learn and work in the client's custom-built CRM, adapt to improvements, and give constructive feedback on how it works

• Backfill registration and compliance documentation, following the existing process

• Track and chase recurring compliance items in the Hub compliance register, including NDIS Worker Screening, Working With Children Checks, first aid and driver's licences, so nothing lapses

• Keep documents and records organised, accurate and easy to find

• Prepare employment contracts, participant service agreements and other standard documents from approved templates, using details supplied or held in the Hub

• Check every draft for accuracy (names, dates, rates, NDIS line items) before sending it for review

• Does not alter template clauses, pay rates, prices or terms; any non-standard request is escalated

• Sends documents for signature only after approval, and files signed copies in the correct record

• Maintain the policy and procedure register, including version numbers, owners, approval dates and next review dates

• Flag documents due for annual review ahead of time and track them through to approval

• Make formatting, template and approved wording changes as directed, and keep a change log for each version

• Publish approved versions and arrange staff read-and-sign acknowledgements

• Does not change policy content or approve changes; raises suggested updates (for example, legislative or NDIS Commission changes) for management review

• Training is provided for these tasks, so prior experience is helpful but not essential

• Screen applications against role requirements, book interviews and schedule reference checks

• Enter and update records in the CRM or database, and check data quality, reporting errors and duplicates

• Maintain spreadsheets, using filters, lookups and basic formulas

• Write clear, polite and accurate emails and online messages to Australian staff and business contacts

• Question anything that does not look right (a gap, a missing detail or an inconsistency across shift records, invoices and payroll) rather than assuming it is correct

• Work exactly to documented processes, be open to learning the client's way of doing things, and raise suggested improvements and ideas instead of changing steps independently

• Send a short daily update to the Operations and Administration Manager covering what was completed, what is next and any roadblocks or pending items

• Handle personal information, including participant and employee details, with care and in line with the client's privacy and security requirements, working from a private and secure workspace

Please submit a CV along with a short cover note outlining your years of hands-on Xero experience with Australian businesses, your Australian award payroll experience (including any award, such as the SCHADS Award, you have worked with), any NDIS billing experience, your willingness to provide an NBI clearance, the rostering software you have used, and your availability for full overlap with Adelaide business hours. Shortlisted candidates will be contacted to progress to the next stage of the process, which includes a written assessment, a phone screen and a recorded video interview.