HR, Compliance & Executive Administration Officer – NDIS

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

📋 Description

• Assist with recruitment administration, including interview scheduling and documentation.

• Organize onboarding and offboarding processes, managing paperwork, system setups, and exit documents.

• Keep employee records, qualifications, training documentation, and contracts updated in HR and CRM systems.

• Monitor leave requests and balances while aiding in leave reporting.

• Draft contracts, certificates of employment, and conduct reference checks.

• Facilitate NDIS-compliant governance and compliance, including management of policies, training records, qualification documentation, and consent forms.

• Ensure audit-ready compliance documentation is maintained and address any compliance gaps.

• Coordinate regulatory submissions and renewals across various sites.

• Manage compliance and governance records on SharePoint.

• Assist with high-volume payroll timesheets from Easy Employer and identify discrepancies before deadlines.

• Help with payroll processing for new hires, terminations, leave, and pay variations.

• Contribute to payroll and administrative automation projects.

• Oversee the calendar and documents of the CEO/General Manager.

• Coordinate operational orders, merchandise, and uniform inventories.

• Create and order branded stationery using Canva and Vistaprint.

• Compile and distribute quarterly Board reports and assist with Board communications.

• Aid in organizing the AGM, annual updates, and Board nomination procedures.

• Take, format, and circulate meeting minutes and action items.

• Organize Monthly Managers Meetings and quarterly all-staff gatherings.

• Maintain the intranet and manage internal communications.

• Keep staff and participant data updated across Lumary/Salesforce and Easy Employer.

• Support system upgrades and integrations.

• Publish a minimum of three social media posts weekly and assist in recruitment/community advertising campaigns.

• Update website content and contribute to a comprehensive website overhaul.

• Assist in creating the digital Annual Report.

• Manage bookings for the organization's flexible/day-service space.

• Support supplier research, cost comparisons, and the development of new services.

• Address HR, compliance, payroll, and executive queries.

• Liaise with People & Culture, Finance, Compliance, Board members, and site managers.

• Communicate deadlines and follow up on outstanding items.

• Streamline processes, minimize manual tasks, and uphold standard operating procedures.

⛳️ Requirements

• Minimum of 2 years' experience in HR administration, compliance administration, Executive Assistant, or generalist administrative roles.

• Experience in supporting compliance documentation or audit processes within NDIS or a similar regulated industry is highly valued.

• Background in assisting a CEO/General Manager and/or a Board is strongly preferred.

• Experience in processing or supporting high-volume payroll and timesheets is advantageous.

• Familiarity with Lumary (Salesforce-based CRM) and/or Easy Employer; experience with equivalent CRM and rostering systems will also be considered.

• A background in Allied Health or Nursing is highly regarded.

• Outstanding attention to detail and accuracy in HR, compliance, payroll, and executive/board documentation.

• Capability to understand and correctly implement policies, procedures, and award/compliance requirements.

• Strong skills in Microsoft 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.

• Basic knowledge of Adobe for e-signing/PDF editing, as well as Canva and Vistaprint or similar tools.

• Confidence in social media scheduling and basic graphic/video content creation.

• Familiarity with website content management systems; experience with WIX is a plus.

• Excellent written and verbal communication abilities.

• Strong organizational and time-management skills across multiple sites and deadlines.

• Proficiency in HR, compliance, CRM, and payroll/rostering systems.

• Knowledge of NDIS compliance, governance, and auditing requirements or similar regulated sectors is highly regarded.

• Understanding of fundamental employment law, including the Fair Work Act and National Employment Standards.

• Awareness of privacy obligations.

• Knowledge of not-for-profit Board governance processes is an advantage.

🏝️ Benefits

• Work From Home / remote work arrangement