Job Description
Sibella Care is a dedicated NDIS and disability services provider committed to delivering high-quality, personalised support to people living with disability and complex support needs.
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We believe great support starts with genuinely understanding each person, respecting their choices and working alongside them to achieve their goals and greater independence.
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As our organisation continues to grow, we are looking for a highly organised, reliable and confident Administration Support Officer to join our team and play an important role in the day-to-day operations of the business.
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About the Role
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This is a varied and hands-on administration role.
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You will be responsible for providing high-quality administrative support across areas including:
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General administration and customer service
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Rostering and workforce coordination
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Recruitment and employee onboarding
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Participant onboarding and administration
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Accounts, and finance administration utilising Xero
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Compliance and record keeping
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Staff and stakeholder communication
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Supporting the Leadership Team with day-to-day operations
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Ad hoc duties as required
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This is a role where no two days are the same. The successful applicant will need to be comfortable managing competing priorities, working independently and taking initiative when required.
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While this is primarily an administration position, the successful applicant must be willing and available to occasionally attend and work a support shift when required to assist with staff coverage and continuity of participant support.
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This may include stepping into a frontline support role when unexpected staff shortages or operational requirements arise.
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Key Responsibilities
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Administration & Customer Service
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Act as a professional first point of contact for participants, families, employees and external stakeholders.
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Manage incoming phone calls, emails and enquiries.
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Assist with participant intake and onboarding processes.
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Provide administrative support to the Leadership Team.
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Maintain accurate participant and employee records.
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Prepare correspondence, documents, reports and meeting minutes.
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Assist with incident documentation and follow-up processes.
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Maintain confidentiality and handle sensitive information appropriately.
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Rostering & Workforce Coordination
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Assist with daily scheduling and rostering of support workers.
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Monitor staffing requirements and assist with finding suitable shift coverage.
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Communicate roster changes and updates to staff.
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Assist with maintaining accurate staff and participant schedules.
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Support continuity of participant services.
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Ensure rostering information is accurate and maintained in accordance with organisational requirements and applicable SCHADS Award conditions.
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Recruitment & Onboarding
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Assist with recruitment advertising and candidate screening.
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Coordinate interviews and recruitment appointments.
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Assist with employee onboarding and induction.
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Maintain employee compliance documentation.
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Assist with participant onboarding, welcome calls, meet-and-greets and service commencement processes.
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Maintain and process financial administration using Xero.
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Assist with accounts receivable.
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Assist with processing and following up invoices and payments.
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Assist with timesheet and payroll administration.
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Maintain accurate financial and administrative records.
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Compliance & Quality
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Maintain accurate and up-to-date records across relevant systems.
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Assist with NDIS compliance and organisational requirements.
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Support the maintenance of employee and participant documentation.
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Assist with internal audits, reviews and quality improvement activities.
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Identify opportunities to improve administrative systems and processes.
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Stakeholder Engagement
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Build positive and professional relationships with participants, families, support workers and external stakeholders.
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Communicate effectively with Support Coordinators, allied health professionals and other service providers.
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Assist with service reviews, meetings and other stakeholder activities.
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Represent Sibella Care in a skilled, respectful and compassionate manner.
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To be successful in this role, you will have:
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Previous experience in administration, coordination, rostering, customer service or a similar role.
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Proven experience and proficiency using Xero – this is an essential requirement.
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Strong computer skills and confidence using Microsoft 365.
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Excellent written and verbal communication skills.
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Strong organisational skills and exceptional attention to detail.
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Ability to manage competing priorities and work to deadlines.
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Ability to work independently while also contributing positively to a team.
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A professional, confident and friendly telephone manner.
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Strong problem-solving and decision-making skills.
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Ability to maintain confidentiality and handle sensitive information professionally.
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Working with children's check, recent police check, NDIS screening check (or ability to obtain)
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Willingness and availability to occasionally provide frontline shift coverage when required.
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Highly Desirable
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Experience in one or more of the following would be highly regarded:
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NDIS or disability services
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Mental health
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Community services
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Rostering or workforce coordination
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Experience with NDIS-related software or CRM systems
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What We Offer
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At Sibella Care, you'll be joining a growing organisation where your contribution genuinely matters.
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We offer:
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A supportive and close-knit team environment
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A varied role with opportunities to develop your skills
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The opportunity to contribute ideas and improve systems and processes
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Career development and progression opportunities
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A role where you can make a meaningful difference to participants and their families
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Competitive remuneration based on experience
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Sibella Care is an equal chance employer. We encourage applications from people of all backgrounds and abilities.

📌 Ndis Admin Support Officer (New South Wales)
🏢 Sibella Care
📍 New South Wales