NDIS Payroll Officer – Headstart Melbourne
Subcontract/flexible hours – Melbourne-based
About Us
Headstart Melbourne is a values-driven organisation supporting boys and young men through personalised support, mentoring, programs, and community engagement. We work hands-on to help participants grow in confidence, independence, and resilience — and our internal team plays a vital role in keeping that support strong, accurate, and consistent.
We are currently seeking a detail-oriented and reliable NDIS Payroll Officer to join our team. This is a crucial behind-the-scenes role that ensures our support workers are paid accurately and on time, and that NDIS invoicing and financial processes are completed with integrity and precision.
About the Role
In this role, you will manage payroll processing and invoice submissions for NDIS participants and support workers. You'll be responsible for ensuring claims align with NDIS billing rules, tracking reimbursements, and supporting the smooth financial operation of the business.
Key Responsibilities:
- Process payroll for support workers, including hourly rates, allowances, and leave entitlements.
- Submit invoices through the NDIS portal and/or relevant plan managers in accordance with NDIS pricing arrangements and payment guidelines.
- Reconcile timesheets and service delivery records to ensure accurate billing and payroll.
- Track and process reimbursements for team expenses (e.g. mileage, activity costs, etc.).
- Maintain up-to-date employee records, bank details, and compliance documents.
- Liaise with plan managers, participants, and internal staff regarding invoice queries or discrepancies.
- Ensure all processes follow NDIS compliance, including correct item codes, timeframes, and documentation.
- Provide basic reporting and support financial oversight in collaboration with leadership.
About You
You’re experienced, thorough, and confident working within the NDIS framework. You’re comfortable handling payroll, understand NDIS invoice requirements, and are proactive in solving issues when they arise.
You will need:
- Previous experience in payroll processing and invoicing (NDIS-specific experience highly preferred).
- Strong understanding of NDIS pricing arrangements, service bookings, and payment claims.
- High attention to detail and ability to manage sensitive data securely and accurately.
- Proficiency in relevant software such as Xero, MYOB, or similar (and familiarity with NDIS portals or plan manager platforms).
- Ability to communicate professionally with team members, participants, and external stakeholders.
- Good organisational skills and ability to manage time and priorities independently.
- A proactive attitude and commitment to accuracy and accountability.
Why Join Us?
- Flexible working hours with the option to work from our Melbourne office and/or remotely.
- Be part of a values-led, supportive team making a real impact in the lives of young people.
- Opportunity to grow with a passionate and expanding organisation.
- Supportive leadership and collaborative culture.
Job Type: Subcontract
Pay: $40.00 – $50.00 per hour
Expected hours: 5 – 10 per week
Work Authorisation:
- Australia (Preferred)