About AHA Therapies

AHA Therapies is an NDIS allied health provider delivering person-centred services to participants and their families. Our services include behaviour support, counselling, early childhood intervention and other therapeutic supports.

We are seeking an organised, proactive and responsible Accounts, NDIS & HR Coordinator to join our team. This is a varied role suited to someone who can manage accounts administration, resolve NDIS payment and administrative issues, support participants and their guardians, coordinate recruitment and onboarding, and help ensure our therapists meet their administrative and operational responsibilities.

The successful candidate will play an important role in supporting the day-to-day operations of AHA Therapies, maintaining accurate records and helping our clinical team deliver quality services.

About the Role The role combines three key areas of responsibility:

1. Accounts and Financial Administration

- Process invoices accurately and in a timely manner.
- Monitor outstanding invoices and follow up on payment issues.
- Use Xero to assist with invoice processing, financial administration and recordkeeping.
- Maintain accurate accounts records and supporting documentation.
- Liaise with participants, guardians and relevant stakeholders regarding invoicing, payment discrepancies and outstanding administrative requirements.
- Identify and resolve routine accounts issues, escalating complex matters to management when required.

2. NDIS Administration and Participant Support

- Manage day-to-day administrative tasks relating to NDIS participants, their service arrangements and payment processes.
- Support participants and their guardians with service consent, plan endorsement and related administrative requirements.
- Assist with resolving payment issues, funding-related administrative discrepancies and invoice rejections.
- Navigate relevant NDIS systems, including the NDIS provider portal, RAM and myplace, as applicable to the organisation's access and current system arrangements.
- Use Echidna to manage participant information, service records, bookings and other administrative processes.
- Communicate professionally with participants, guardians, support coordinators and other stakeholders to resolve administrative issues.
- Follow up outstanding consent forms, endorsements, documentation and other requirements necessary for services and payment processing.
- Maintain accurate, confidential and up-to-date participant records in accordance with privacy and organisational requirements.
- Identify recurring administrative or payment issues and work with management to improve processes.

3. Human Resources, Recruitment and Staff Onboarding

Recruitment and candidate selection

- Prepare and publish job advertisements across relevant recruitment platforms.
- Review applications, screen candidates and shortlist suitable applicants.
- Contact prospective candidates, conduct initial screening and coordinate interviews.
- Liaise with management and the Team Lead regarding candidate suitability and selection.
- Coordinate shadowing sessions with the Team Lead to observe candidates' practical skills, professionalism and suitability for the role before independent service delivery.
- Maintain accurate recruitment records and communicate recruitment outcomes to candidates.

Employment contracts and onboarding

- Prepare employment contracts and coordinate the completion of relevant employment documentation.
- Coordinate onboarding for current employees,



ensuring all required documents, checks and records are completed.
- Prepare and distribute staff starter packs, policies, procedures, training materials and other relevant resources.
- Provide new staff with administrative training, including the use of Echidna and relevant organisational systems and procedures.
- Maintain accurate employee records and monitor the completion of onboarding and training requirements.
- Ensure new employees understand their administrative responsibilities, documentation requirements and relevant workplace procedures.

Caseload preparation and coordination

- Coordinate the preparation and allocation of client caseloads in collaboration with management and the Team Lead.
- Prepare and provide new therapists with their allocated client lists and relevant administrative information before they commence service delivery.
- Ensure therapists have the necessary information about their allocated clients, scheduled appointments, service arrangements and documentation requirements.
- Coordinate caseload updates when clients are allocated, transferred or discharged, ensuring records remain accurate.
- Support clear communication between administration, the Team Lead and therapists regarding caseload changes, scheduling and service commencement.
- Ensure participant information is shared securely and only with authorised personnel who require it for their role.

Staff performance and administrative compliance

- Monitor staff activity and billable hours through Echidna.
- Review administrative records to identify incomplete session notes, missing documentation, unrecorded services and other outstanding tasks.
- Follow up with therapists regarding overdue documentation and administrative requirements.
- Monitor staff compliance with organisational procedures and onboarding requirements.
- Identify concerns relating to billable hours, recordkeeping or administrative performance and report them to management.
- Assist management with maintaining accurate staff records and monitoring completion of required training and compliance documents.

Essential Skills and Experience The successful candidate will demonstrate:

- Previous experience in accounts administration, office coordination, HR administration or a similar operational role.
- Strong organisational and time-management skills, with the ability to manage multiple responsibilities and deadlines.
- Excellent written and verbal communication skills.
- Confidence communicating with participants, guardians, employees, applicants and external stakeholders.
- Strong attention to detail and accuracy when processing invoices and maintaining records.
- The ability to identify administrative problems, follow up outstanding matters and work towards practical resolutions.
- Professionalism, discretion and a strong understanding of confidentiality when handling participant and employee information.
- Confidence using computer systems and learning new software.
- The ability to work independently, take initiative and follow through on assigned responsibilities.
- A professional and respectful approach when dealing with sensitive financial,



employment and participant-related matters.

Desirable Experience The following experience will be highly regarded:

- Previous experience working with an NDIS provider or within the disability or allied health sector.
- Experience using the NDIS provider portal, RAM, myplace or related NDIS systems.
- Experience using Xero for accounts administration.
- Experience using Echidna or another allied health practice management system.
- Experience supporting NDIS invoice processing, payment reconciliation, plan endorsement and service consent processes.
- Experience coordinating recruitment, screening applicants, arranging interviews and preparing employment contracts.
- Experience coordinating staff onboarding, client caseloads and administrative performance monitoring.
- Knowledge of relevant privacy, employment and workplace compliance requirements.

Personal Attributes We are looking for someone who is:

- Highly organised, reliable and accountable.
- Proactive and comfortable taking ownership of tasks from start to completion.
- Skilled, approachable and confident in communication.
- Analytical and capable of investigating and following up payment or administrative discrepancies.
- Able to manage competing priorities while maintaining accuracy.
- Comfortable communicating expectations to staff and following up incomplete tasks.
- Trustworthy and committed to maintaining confidentiality.
- Willing to learn, improve systems and contribute to the growth of AHA Therapies.

What We Offer

- An opportunity to take ownership of a varied operational role within a growing allied health provider.
- The opportunity to contribute to the development and improvement of administrative systems and processes.
- Collaboration with management, the Team Lead and a multidisciplinary team.
- Opportunities to develop skills across accounts, NDIS administration, recruitment and HR coordination.
- A supportive and professional working environment.

How to Apply If you are organised, detail-oriented and confident managing accounts, NDIS administration and staff coordination, we would love to hear from you.

Please submit your resume and a brief cover letter outlining your relevant experience, particularly your experience with NDIS administration, accounts systems, recruitment and staff onboarding.

Only candidates with the relevant skills, professional approach and willingness to take responsibility for their work will be considered.

AHA Therapies is committed to maintaining a professional, respectful and person-centred service for participants, families and staff.

Pay: $26.97 – $29.11 per hour

Expected hours: 14.0 – 21.0 per week

Experience

- working in an NDIS provider or allied health clinic: 1 year (Required)
- managing plan endorsements and payment-related enquiries: 1 year (Required)
- resolving NDIS funding-related administrative issues: 1 year (Required)
- using the NDIS provider portal: 1 year (Required)
- accounts administration or financial record keeping: 1 year (Required)
- using Google Workspace, including Gmail, Google Drive: 1 year (Required)
- HR Coordination : 1 year (Required)
- screening applicants, interviewing and staff recruitment: 1 year (Preferred)
- preparing employment contracts and staff onboarding: 1 year (Preferred)
- preparing staff caseloads : 1 year (Preferred)

Language:
- Arabic (Preferred)

Licence/Certification:
- Driver Licence (Preferred)

Work Authorisation:
- Australia (Required)

Work Location: Hybrid remote in Fairfield NSW 2165

📌 Accounts, NDIS & HR Coordinator (Fairfield)
🏢 AHA Therapies
📍 Fairfield