Administrative, Scheduling Support Specialist – NDIS

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assist in the daily operations of a growing NDIS provider while coordinating clients, support workers, and the founding team.

• Create and maintain client and staff profiles within Visual Care.

• Upload ACEAR forms and necessary documentation, and oversee DocuSign signatures.

• Prepare NDIS Service Agreements and follow up on approvals and required documentation.

• Handle the processing of onboarding paperwork for new support workers.

• Develop and update rosters, assign caregivers to shifts, confirm shifts, and communicate any roster changes.

• Manage cancellations and adjustments, flag unallocated shifts, conduct daily roster checks, and track staff working hours.

• Monitor funding approvals and client budgets, verify kilometre claims, review extended shifts, and follow up on claims.

• Summarise and prioritise incoming emails, liaising with workers, clients, and stakeholders.

• Maintain regular communication with founders through morning, midday, and end-of-day updates.

• Establish and manage a version-controlled filing system, along with customising compliance documents.

• Keep records up to date, assist with audit preparations and compliance tracking, ensuring all approvals and signatures are secured.

• Utilize Microsoft 365 applications and document management systems to effectively manage records and compliance documentation.

⛳️ Requirements

• Demonstrated strong administrative and scheduling experience.

• Familiarity with CRM or care management systems, particularly Visual Care.

• Experience with e-signature and document management platforms like DocuSign.

• Prior experience in Australian NDIS or disability services is highly beneficial.

• Background in healthcare, mental health, or community services is highly desirable.

• Excellent written English and communication abilities.

• Strong attention to detail and commitment to accuracy.

• Advanced organisational and time management skills.

• Capability to manage multiple tasks and effectively prioritise responsibilities.

• A minimum of 2–3 years of experience in a similar administrative or coordination role.

• Highly organised and attentive to detail.

• Proactive with the ability to work independently.

• Strong problem-solving skills.

• Empathetic and patient, especially in a mental health and disability support context.

• Quick learner with a strong ability to adapt to different systems.

• Personable, radiating genuine warmth and positive energy.

🏝️ Benefits

• Opportunity to work in a dynamic and supportive environment.

• Engage in meaningful work that makes a difference in the lives of individuals.

• Professional development opportunities to enhance your skills.