NDIS Admin VA

NDIS Assistant

NDIS Admin VA

• Provide warm, responsive, and professional customer service to participants, families, nominees, and referral partners.
• Manage incoming enquiries via phone, email, and digital portals.
• Maximize the team advantages of the Dial Pad and Google Meet phone systems.
• Manage our team emails.
• Support intake processing and participant onboarding workflows.
• Assist us to grow our new participant intake by 100% to approx 200 clients in 2026.
• Collect and organise referral information and ensure timely triage to clinicians.
• KPI's for key activities are met for example, a response to an enquiry is made the same day or within 24 hours.
• Maintain positive communication throughout the participant journey.
• Coordinate clinician schedules across community, clinic, outreach, and telehealth services.
• Manage appointment bookings, changes, cancellations, and waitlists.
• Ensure efficient utilization of practitioner capacity across the organization.
• Liaise with clinicians regarding scheduling needs and availability.
• Support continuity of care through proactive scheduling management.
• Perform daily invoicing, receipt payments, amendments, NDIS portal management, and payment processing.
• Manage client funding details by creating, updating, and correcting Fund Plans, Schedules of Supports/Schedule of Services, and Service Agreements in practice management systems Echidna Online.
• Conduct invoice amendments, correct system errors related to funding periods and client details, and ensure claim-ready documentation for NDIS Portal uploads.
• Proactively monitor and follow up on outstanding invoices and client debt, including sending reminders and following escalation processes.
• Monitor within the scheme for NDIS price guide updates.
• Liaise with Support Coordinators and clients to confirm funding availability, discuss service usage, and ensure client consent for billable tasks.
• Maintain accurate participant records within practice management systems.
• Prepare service agreements, intake documentation, and onboarding packs.
• Ensure high-quality data entry and record accuracy across systems.
• Support document management and digital workflow processes.
• Assist with general administrative duties to support smooth service delivery.
• Provide service coordination support remotely and aligned with company workflows.
• Support the implementation of therapy programs under clinician direction as appropriate to customer service need.
• Assist with participant engagement and follow-up processes.
• Use Dial Pad, Gemini AI, Google Workspace, Google Meet and Echidna Online at their advanced usage levels.
• Use Echidna Online's practice management and Google workspace systems to manage participant flow.
• Maintain accurate scheduling and service delivery data.
• Support telehealth coordination processes and platform usage.
• Ensure efficient use of digital systems for communication and workflow tracking.

• Qualification as an Allied Health Assistant or equivalent relevant training/experience.
• Administration qualifications.
• Customer service experience in health, disability, or community services.
• Customer complaints handling expertise.
• Strong interpersonal and communication skills.
• High attention to detail and organisational ability.
• Experience with scheduling systems or practice management software.
• Ability to work in a fast-paced, service-oriented environment.
• Understanding of NDIS and/or aged care service environments is required.
• Warm, professional, and client-centered communication style.
• Strong problem-solving and coordination skills.
• Ability to manage competing priorities effectively.
• Team-oriented with a collaborative mindset.
• Comfortable working in digital and telehealth-enabled environments.

• 100% remote work.
• Follow AU business hours, no graveyard shifts.
• Weekly pay through Wise every Tuesday.