Admin & HR Assistant (NDIS Services Provider)

Role Purpose

Provide productive, confidential administrative and HR support to an NDIS provider. Coordinate office processes, participant documentation and workforce records to support organised operations and safe, person-centred services.

Administration Responsibilities:

· Manage phone calls, emails, appointments, correspondence and office supplies.

· Maintain secure participant records, referral documentation, consent forms and service agreements using approved templates.

· Liaise professionally with participants, their authorised representatives, support coordinators, plan managers and staff.

· Assist with scheduling and rostering updates, referring service changes and staffing decisions to management.

· Prepare invoices and supporting records for review, follow up payment enquiries and refer billing discrepancies to the responsible manager.

· Maintain registers, meeting notes and reports; prepare documents for audits and policy reviews.

· Record and promptly refer complaints, incidents and safeguarding concerns through approved procedures.

HR Responsibilities:

· Coordinate approved recruitment advertisements, interviews, applicant correspondence and reference checks.

· Prepare approved employment documents and coordinate onboarding, induction, policy acknowledgements and offboarding.

· Maintain employee identity, right-to-work evidence, qualifications, pre-employment checks, contracts and leave records.

· Monitor required worker screening status and renewal dates; assist with authorised worker linking and record updates where applicable. Escalate missing, expired or adverse screening information.

· Track NDIS Worker Orientation Module completion and role-specific training, refresher requirements and certificates.

· Check timesheets for completeness, follow up discrepancies and submit approved payroll information on time.

· Respond to routine staff enquiries and refer sensitive employment matters to the HR Manager or designated supervisor.

NDIS Compliance Responsibilities

· Governance and operational management:



Maintain approved policies, delegated authority records, compliance calendars and documented conflicts of interest; escalate gaps to management. Support the NDIS Code of Conduct and the Practice Standards modules applicable to the provider’s registration and services; Core Module duties below apply where required.

· Quality management: Maintain audit evidence and policy review schedules; coordinate internal audit document requests and track corrective actions and continuous improvement tasks, including participant and worker feedback, under management direction.

· Information management and privacy: Maintain accurate, current and confidential records, documented consent and authorised access controls. Support participants to understand information collection, use, disclosure and access; follow approved storage, retention and disposal procedures. Where applicable, maintain agreed service agreements, provide participant copies and record reasons when written agreements are not practicable.

· Feedback and complaints management; incident management: Maintain separate registers and support accessible complaint information, acknowledgement and referral processes. Promptly escalate incidents and safeguarding concerns; assist authorised staff with reportable incident notifications, deadline tracking and records of responses and improvement actions. Do not independently investigate or determine reportability.

· Human resource management: Maintain role descriptions and evidence of worker identity, right to work, required screening, qualifications and experience. Track mandatory NDIS orientation, role-specific training, refresher training and continuing professional development,



including infection prevention and control and PPE training where required. Flag credential or training gaps before allocation to affected duties.

· Risk management: Maintain the risk register, review dates and evidence of approved controls covering participant safety, workforce, work health and safety, information and operational risks. Escalate emerging risks and overdue actions to management.

· Continuity of supports; emergency and disaster management: Maintain current contact lists, workforce contingency records and approved emergency plans. Assist with communication, training, testing and review records to support continuity of critical services. Monitor NDIS Commission updates and refer required changes to management; compliance decisions and approvals remain with authorised personnel.

Skills and Qualifications

· Administrative experience, strong organisation and attention to detail.

· Clear communication, respectful customer service and discretion with confidential information.

· Proficiency in Microsoft Office and electronic recordkeeping; HR, rostering or accounting systems experience is desirable.

· Understanding of NDIS administration and workforce requirements, or willingness to learn.

· A qualification in Business Administration or HR, and experience with an NDIS or community services provider, are desirable. Role Requirements and Authority Complete organisational induction and the NDIS Worker Orientation Module as required. Hold an NDIS Worker Screening clearance where required by the role’s risk assessment or provider policy, and other checks applicable to the duties. Protect employee and participant information and follow applicable NDIS requirements and safeguarding procedures. Work within delegated authority: employment decisions, pay changes, service agreement changes and payment approvals remain with authorised management. This role does not provide clinical advice or independently investigate complaints or incidents.

Pay: From $40.01 per hour

Work Location: In person

📌 Admin & HR Assistant (NDIS Service Provider) (Truganina)
🏢 Livelihood Support Services
📍 Truganina