Job Title: Administrative Officer – NDIS (Disability Services)
Location: 58-60 Victor Cresent, Narre Warren VIC 3805
Employment Type: Full-time
Reports to: Director/Manager
About the Role
We are seeking an organised, detail-oriented Administrative Officer to support the day-to-day operations of our NDIS (National Disability Insurance Scheme) service provider. This role is essential in maintaining smooth business operations, ensuring accurate record-keeping, and providing administrative support to our team, participants, and stakeholders.
Key Responsibilities:
- Reception & Communication:
You will be the first point of contact for participants, families, and stakeholders. This includes answering phone calls and emails promptly and professionally, directing enquiries to the appropriate team members, and ensuring a warm and welcoming environment for visitors to the office. Your communication style will reflect the values of respect, inclusion, and support for people with disabilities.
- Data Entry & Record Management:
Accurate record-keeping is essential in this role. You will be responsible for entering and updating participant information, support notes, service agreements, and contact records in the organisation’s CRM system. You will also manage both digital and paper-based filing systems to ensure easy access and retrieval of participant data, while maintaining confidentiality and compliance with privacy laws.
- NDIS Documentation Support:
You will assist with the preparation, updating, and distribution of essential NDIS-related documents, including service agreements, intake forms, participant plans, consent forms, and incident reports. It is vital that these documents meet NDIS Practice Standards, and your role will involve working closely with support coordinators to ensure accuracy and timeliness.
- Scheduling & Rostering:
Supporting the rostering of support workers is a key function of the role. You will help schedule participant shifts based on their NDIS plans and preferences, communicate any changes or cancellations, and ensure that both staff and participants are informed and satisfied with the scheduling. Your role helps ensure continuity and consistency in service delivery.
- Invoicing & Financial Administration:
You will assist with processing invoices, billing NDIS claims, reconciling payments, and managing timesheet submissions. Working alongside finance staff or external bookkeepers, you’ll ensure timely and accurate financial transactions in line with participant funding and service delivery records. Experience with accounting software or NDIS billing systems is helpful.
- Compliance & Reporting:
You will support the organisation in meeting NDIS compliance requirements by maintaining up-to-date documentation and assisting with preparation for audits or quality reviews. You may also be required to generate internal reports to assist with business operations and external reports required by funding bodies or oversight agencies.
- Office & Supplies Management:
As the go-to person for administrative needs, you will manage office supplies, order stationery or equipment as needed, and ensure the workspace is organised, clean, and well-maintained. This contributes to an efficient and professional environment for both staff and visitors.
- Team Support:
You will provide ongoing administrative support to the manager and wider team, including preparing meeting agendas, taking minutes, assisting with onboarding new staff, and supporting coordination of internal events or training sessions. Your work helps keep the team organised and supported in delivering high-quality services.
Personal Attributes:
- Friendly, professional, and approachable manner
- Strong organisational and time management skills
- Ability to multitask and prioritise under pressure
- A proactive and flexible attitude to supporting the team
- Commitment to inclusivity, respect, and the rights of people with disabilities
Desirable:
- Certificate III or IV in Business Administration, Community Services, or similar
- Current Working with Children Check and NDIS Worker Screening Check
Job Types: Full-time, Permanent, Contract
Contract length: 12 months
Pay: $51,091.11 – $58,248.96 per year
Schedule:
- Day shift
- Monday to Friday
- On call
- Public holidays
- Weekend availability
Supplementary Pay:
- Overtime pay
Work Location: In person
Application Deadline: 31/07/2025