Position Summary

The Administration Officer provides high-quality administrative support across the organisation, ensuring the smooth day-to-day operation of office systems, workforce administration, participant administration, compliance processes, and financial administration. This role plays a key part in maintaining accurate records, supporting NDIS compliance requirements, and delivering excellent customer service to participants, families, staff, and external stakeholders.

Key Responsibilities

General Administration

- Provide reception services, including answering telephone calls, responding to emails, and greeting visitors.

- Manage correspondence, filing systems, and document control (physical and digital).

- Perform data entry and maintain organizational databases and CRM systems.

- Prepare correspondence, reports, forms, and meeting documents.

- Coordinate incoming and outgoing mail and deliveries.

- Coordinate office supplies, inventory, and general office resources.

- Assist with scheduling meetings and appointments.

Human Resources Administration

- Process employee onboarding documentation.

- Maintain accurate participant and employee records while ensuring confidentiality at all times

- Assist with recruitment administration, including interview scheduling and reference documentation.

- Collect and process timesheets and leave requests.

- Monitor staff compliance documentation, including but not limited to:

- NDIS Worker Screening Checks

- National Police Checks

- Working with Children Checks

- First Aid and CPR certifications

- Mandatory training records

- Support employee induction processes.

Compliance Administration

- Maintain compliance registers and training records.

- Assist with preparing documentation for internal and external audits.

- Update policy acknowledgement records.

- Monitor and follow up with Disability Support Workers to ensure shift notes are completed accurately and submitted on time.

- Maintain incident, complaint, and risk management registers.

- Monitor expiry dates for staff certifications and compliance requirements.

- Ensure organizational records remain accurate and audit ready.





Participant Administration

- Process participant intake documentation.

- Prepare and maintain Service Agreements and consent forms.

- Update participant records within the CRM system.

- Coordinate appointments and service scheduling.

- Maintain confidential participant files in accordance with privacy legislation.

- Provide administrative support to the Client Services team.

Financial Administration

- Assist with invoice processing.

- Support payroll administration through accurate data entry.

- Assist with preparation of NDIS claims and supporting documentation.

- Maintain financial administration records.

- Liaise with finance personnel regarding documentation and payment queries.

Communication and Customer Service

- Deliver professional customer service to participants, families, staff, and external providers.

- Respond promptly to enquiries and direct requests to the appropriate department.

- Always maintain confidentiality and professionalism.

Key Selection Criteria

Essential

- Certificate III or IV in Business Administration, Business, or equivalent experience.

- Previous experience in an administrative role.

- Strong organizational and time management skills.

- Excellent written and verbal communication skills.

- High level of accuracy and attention to detail.

- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).

- Ability to maintain confidentiality and manage sensitive information.

- Ability to prioritize competing tasks in a fast-paced environment.

- Experience working within the NDIS, disability, aged care, or community services sector.

- Strong customer service skills.

Desirable

- Experience using CRM systems, rostering software, and payroll systems.

- Knowledge of the NDIS Practice Standards and Quality Indicators.





- Understanding of SCHADS Award requirements.

Mandatory Requirements

- Current National Police Check.

- NDIS Worker Screening Clearance.

- Working with Children Check.

- Current First Aid and CPR Certificate.

- Current Driver's Licence.

- Right to work in Australia.

Key Competencies

- Organization and planning

- Attention to detail

- Problem solving

- Communication and interpersonal skills

- Teamwork and collaboration

- Adaptability

- Professionalism

- Confidentiality and integrity

- Customer focus

Key Performance Indicators (KPIs)

- Administrative tasks completed accurately and within required timeframes.

- Employee and participant records maintained with 100% accuracy.

- Compliance registers kept current and audit ready.

- Timesheets and payroll information submitted by required deadlines.

- Participant documentation processed within organizational timeframes.

- Positive feedback from staff, participants, and stakeholders.

- Compliance with organizational policies, NDIS Practice Standards, and privacy legislation.

Working Relationships

Internal

- Executive Directors

- Administration Manager

- HR, Workforce, Compliance & Executive Coordinator

- Operations & Accommodation Manager

- Client Services Manager

- Team Leaders

- Support Coordinators

- Disability Support Workers

External

- Participants and families

- NDIS representatives

- Allied Health Professionals

- Contractors and suppliers

- Government agencies

- Community organizations

Position Objective

To provide efficient, accurate, and professional administrative support that enables the organization to deliver safe, compliant, high-quality NDIS services while maintaining effective workforce, participant, financial, and office administration systems.

Ready to Apply?

If you are an organised, proactive, and motivated qualified who takes pride in delivering high-quality administrative support and wants to make a genuine difference in the disability sector, we would love to hear from you.

Northern Disability Services SA.

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📌 Administration Officer (Adelaide)
🏢 Northern Disability Services
📍 Adelaide