NDIS Virtual Assistant (Admin VA) | Remote Work

We are seeking a proactive, detail-oriented, and organized Administrative Assistant to support the daily operations of our growing NDIS disability support business. In this role, you will manage rostering, participant and staff administration, invoicing, payroll support, compliance documentation, and general administrative tasks while ensuring accuracy, confidentiality, and compliance with NDIS standards. The ideal candidate has experience with ShiftCare, Xero, and Microsoft 365, excellent communication and time management skills, and the ability to thrive in a fast-paced environment.

Create and maintain accurate staff rosters using ShiftCare.
Coordinate scheduling changes with staff and participants.
Fill vacant shifts and communicate updates to relevant parties.
Monitor staff availability, leave requests, and roster coverage.
Ensure shifts are correctly assigned and comply with SCHADS Award requirements.
Review completed shifts for missing progress notes, incomplete documentation, or timesheets.
Follow up with staff regarding outstanding documentation.
Assist with invoice generation from approved shifts.
Apply SCHADS Award rules and internal guidelines, including maximum weekly hours and required break times.
Create and maintain participant files and records.
Set up and manage participant profiles in ShiftCare.
Maintain accurate participant documentation.
Update participant contact information and emergency contacts.
Archive inactive participant records.
Prepare participant welcome packs and onboarding documentation.
Assist with onboarding new employees and contractors.
Prepare employment contracts and onboarding paperwork.
Track completion of mandatory employment documentation.
Monitor expiry dates for NDIS Worker Screening Check, Working With Children Check, First Aid & CPR Certification, driver's license, vehicle insurance, qualifications and certifications and maintain accurate and up-to-date personnel files.
Prepare and process invoices.
Review invoice accuracy and supporting documentation.
Follow up on outstanding invoices when required.
Assist with payroll preparation and timesheet verification.
Monitor the administration email inbox.
Record and manage incoming referrals.
Schedule intake meetings with participants.
Prepare intake documentation.
Maintain the referral register.
Follow up on incomplete referral information.
Assist with internal compliance audits.
Maintain compliance and training registers.
Monitor policy review schedules and document version control.
Assist with NDIS audit preparation.
Ensure incident registers are complete and up to date.
Verify that all required forms and compliance documents are completed and filed correctly.
Answer phone calls and respond to general enquiries.
Manage shared email inboxes.
Maintain electronic filing systems and documentation.
Prepare meeting agendas and take meeting minutes.
Order office supplies as required.
Maintain document templates and administrative resources.
Provide administrative support to the Directors and leadership team.

Previous experience in an Administrative Assistant or Administration Officer role.
Experience supporting an NDIS provider or strong understanding of the NDIS environment.
Proficiency in ShiftCare, Xero, and Microsoft 365.
Knowledge of the SCHADS Award and NDIS Pricing Arrangements.
Understanding of NDIS Practice Standards and compliance requirements.
Strong organizational, time management, and multitasking skills.
High attention to detail and accuracy.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information professionally.
Ability to work independently while collaborating effectively with a team.
Experience assisting with payroll and invoicing.
Experience preparing documentation for NDIS audits.
Knowledge of privacy legislation and document management best practices.
Familiarity with internal quality management systems and compliance processes.