Hogan Care is a registered NDIS provider, dedicated to delivering high-quality, person-centered care. We offer in-home and community support services, ensuring our clients receive compassionate, tailored assistance. Committed to excellence, we uphold the highest standards of compliance, governance, and service quality to promote the well-being of those we support.
About This Role
The Accounts Officer/Admin Assistant plays a central role in supporting accurate recording, reporting, and presentation of financial information across the organisation. Working closely with internal stakeholders, this role also provides broad operational and administrative support to ensure the productive running of the business. This is a part-time role, 4 days a week.
Key Responsibilities
Preparing and Issuing Weekly Invoicing
Weekly Debt Collecting
Support the external bookkeeper by developing and maintaining systems and processes for the efficient preparation and presentation of financial information
Ensure payroll inputs are accurate and submitted to the bookkeeper within agreed timeframes
Assist with employee payroll queries
Identify and escape discrepancies in payroll data promptly
Maintain accurate records to support financial reporting and audit requirements
Review and approve shift notes in ShiftCare, ensuring all data is complete, accurate and compliant
Maintain and update the Missing Shift Notes Register
Generate and distribute the weekly Missing Shift Notes Excel Report
Prepare and finalise tracking sheets including kilometers and awake hours
NDIS Rostering & Invoicing
Review rostered supports and ensure alignment with each participant's roster of care and invoices
Identify irregular supports and discrepancies prior to invoicing
Prepare NDIS invoicing (including board and rent) and adjustments for prior week in Xero, and email out to plan managers
Assist with reconciliation of delivered supports versus invoiced services




Conduct invoice audits (ShiftCare vs records vs Roster of Care)
Debtor queries and follow up
Prepare NDIS invoicing and adjustments for prior week in NDIS PRODA portal
Update participants register
Perform bank reconciliation (SIL and SDA)
Recruitment & HR Administration Support When Required
Provide administrative support to Recruitment and HR including onboarding, offloading/exit processes, references, compliance checks, documentation, leave management, and training coordination
Maintain accurate staff records including training certifications and compliance documentation
Facilitate induction processes, including etrainu modules distribution, completion tracking, attendance monitoring, and filing of certificates
Staff check-ins and engagement
Monitor compliance registers and ensure timely updates
Support audit processes and associated documentation requirements
Assist with recruitment processes in accordance with standard operating procedures
Participate in team meetings and provide general administrative support as required
Essential Requirements
Experience in NDIS rostering and invoicing (essential)
Experience with XERO accounting software
Demonstrated experience using ShiftCare or equivalent rostering application
Strong working knowledge of NDIS funding frameworks and compliance obligations
High level of attention to detail and strong organisational skills
Well-developed written and verbal communication skills
Ability to work both independently and as part of a collaborative team




Demonstrated ability to manage competing priorities and meet deadlines
Proficiency in maintaining accurate records and compliance registers
Desirable Skills & Experience
Experience with financial administration or bookkeeping support functions
Ability to speak a second or relevant community language
Experience working within the disability or aged care sector
Understanding of Participant Service Plans and person-centred care approaches
Experience with eTrainu or similar training management platforms
Mandatory Pre-Employment Requirements
Current National Police Check
NDIS Worker Screening Check
Working with Children Check
Eligibility to work in Australia (evidence of right to work required)
100 Points of identification (e.g., passport, driver licence)
Evidence of any mandatory qualifications, registrations or licences relevant to the role
Pre-employment screening applies to all appointments. Prior to a formal letter of offer being issued, preferred applicants will be required to provide the above documentation.
Skills & Knowledge
Experience and sensitivity in working with people from culturally and linguistically diverse (CALD) backgrounds, people who identify as LGBTI+, people of Aboriginal or Torres Strait Islander background, and people experiencing financial disadvantage.
Ability to understand and support Participant Service Plans and work collaboratively towards participant goals
Ability to be flexible, responsive and adaptive to the evolving needs of participants and the organisation
Demonstrated professional judgment and discretion in handling sensitive and confidential information
Strong interpersonal skills with the ability to communicate effectively with people of all ages and backgrounds
Experience conducting audits and risk assessments to ensure service quality and compliance
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📌 Accounts And Admin Officer (Melbourne)
🏢 Hogan Care
📍 Melbourne