General NDIS Virtual Assistant

We are looking for a highly organised, detail-oriented, and proactive NDIS Virtual Assistant to provide comprehensive administrative and operational support. This is an all-around administrative role supporting multiple business functions, including executive administration, participant records, workforce compliance, incident documentation, timesheets, payroll preparation, NDIS claims, invoicing, and general operations. The ideal candidate has hands-on experience supporting an Australian NDIS provider and understands the importance of accurate documentation, confidentiality, compliance, and timely follow-ups in a regulated care environment. You will work closely with management and internal teams to ensure that administrative processes run smoothly, records remain organised and audit-ready, and important tasks are completed within agreed deadlines.

• Monitor and manage shared inboxes, respond to routine enquiries, and escalate urgent or sensitive matters to the appropriate team members.
• Manage calendars, schedule meetings, send invitations, and coordinate appointments.
• Prepare meeting agendas, document minutes, and track action items from team meetings and operational reviews.
• Draft, format, and proofread emails, letters, reports, templates, and internal communications.
• Maintain task boards, request trackers, and project workflows in Monday.
• Prepare daily progress updates and weekly summaries for management.
• Monitor outstanding tasks and proactively follow up with relevant team members to ensure timely completion.
• Prepare participant intake forms, onboarding packs, consent forms, and other required documentation for new referrals.
• Prepare service agreements and quotes using PandaDoc, JotForm, or other designated systems for management review and approval.
• Upload, organize, and maintain participant records in SharePoint according to the approved folder structure.
• Monitor participant plan dates, service agreement expiry dates, and funding updates.
• Coordinate appointments and administrative communications with participants, families, guardians, and support coordinators.
• Review participant files regularly to identify missing documents, incomplete information, and upcoming deadlines.
• Maintain accurate, up-to-date, and audit-ready participant records.
• Assist with recruitment administration, including posting job advertisements, scheduling interviews, and preparing onboarding documents.
• Collect and check worker documentation, including tax file number, declarations, superannuation choice forms, employment contracts, and references.
• Verify and monitor NDIS Worker Screening Checks and Working With Children Checks, as applicable.
• Maintain the workforce compliance register for screening checks, First Aid and CPR certificates, training records, and competency documentation.
• Track document expiry dates and send reminders to workers at least 30 days before expiration.
• Coordinate shift confirmations and update staff availability in collaboration with the rostering team.
• Ensure worker onboarding files are complete before the worker's first shift.
• Flag missing, expired, or non-compliant documentation to the appropriate manager before roster allocation.
• Record incident reports in the Incident Register within 24 hours of receipt.
• Follow up with support workers and relevant personnel to obtain missing or incomplete incident information.
• Update the Risk Register and Continuous Improvement Register as instructed by management.
• Record complaints, feedback, and relevant correspondence in the appropriate registers.
• Track corrective actions, follow-up tasks, responsible persons, and due dates.
• Send reminders to action owners and escalate overdue or unresolved items.
• Prepare supporting documentation and evidence packs for NDIS Commission reporting when directed by management.
• Maintain accurate records to support internal reviews, compliance monitoring, and audits.
• Review support worker timesheets in Deputy against approved rosters, shift records, and progress notes.
• Identify discrepancies, missing shift notes, incomplete records, and timesheet errors before each payroll run.
• Follow up with support workers and relevant team members to resolve discrepancies.
• Prepare accurate timesheet reports for review and payroll approval by the Finance Team.
• Prepare NDIS claims and invoices for plan managers and self-managed participants, or process them through PRODA/PACE as directed.
• Monitor claim submissions and follow up on rejected claims, outstanding payments, and unpaid invoices.
• Review supplier, contractor, and agency invoices against approved hours, agreed rates, and supporting documentation.
• Assist with basic invoicing and reconciliation tasks using Xero or MYOB, as required.
• Maintain organized records of timesheets, invoices, claims, and supporting documents.
• Coordinate maintenance requests, property inspections, and communications with property managers.
• Track rent, utilities, supplier invoices, and other operational expenses, flagging overdue payments or upcoming deadlines.
• Maintain operational trackers, registers, checklists, and shared documents.
• Monitor pending requests and ensure outstanding actions are followed up and closed.
• Undertake other reasonable administrative tasks assigned by management to support business operations.
• Monitor shared inboxes and prioritize incoming requests.
• Check calendars, meetings, and upcoming deadlines.
• Review incident registers and outstanding follow-up actions.
• Follow up on missing shift notes and timesheet discrepancies.
• Update monday boards, trackers, and task lists.
• Submit an end-of-day progress update to management.

• At least one year of hands-on experience supporting an Australian NDIS provider.
• Working knowledge of NDIS terminology, processes, documentation, and administrative requirements.
• Excellent written and spoken English, with the ability to communicate professionally with management, support workers, participants, families, and external stakeholders.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple responsibilities, deadlines, and competing priorities with minimal supervision.
• Good follow-up, problem-solving, and time-management skills.
• Understanding of confidentiality, data protection, and the Australian Privacy Principles.
• Ability to maintain accurate records and handle sensitive information responsibly.
• Reliable internet connection and a quiet, professional home-working environment.
• Completion of the NDIS Worker Orientation Module and possession of the certificate before commencing work.
• Willingness to sign the company's confidentiality and non-disclosure agreement and comply with internal policies and procedures.
• Experience with NDIS invoicing, claims processing, and communication with plan managers.
• Experience preparing participant onboarding documentation and service agreements.
• Familiarity with incident reporting, risk registers, complaints management, and NDIS Practice Standards.
• Experience with NDIS client management or care management systems such as ShiftCare, Brevity, or Lumary.
• Experience with workforce administration, worker screening, compliance tracking, and rostering support.
• Familiarity with Xero or MYOB for basic invoicing and reconciliation.
• Experience using AI tools responsibly to improve productivity without exposing confidential or personal information.

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