About this Administrative & Scheduling Support Specialist (NDIS) role at Outsourcedstaff
We are seeking a highly organised and proactive Administrative & Scheduling Support Specialist to support daily operations within a growing NDIS provider based in Adelaide, South Australia.
This role will play a critical part in ensuring smooth coordination between clients, support workers, and the founding team. The successful candidate will assist with scheduling, administration, funding, invoicing, and compliance tasks, enabling the founders to stay focused on delivering high-quality community access and mentoring support.
You will be working within a structured, fast-paced environment supporting NDIS participants, including people with psychosocial disabilities, under Australia's NDIS framework.
Key Responsibilities
1. Client & Staff Administration & Coordination
Manage client and staff records and administrative processes including:
Creating and updating client and staff profiles in Visual Care
Uploading ACEAR forms and other documentation, and managing digital signatures via DocuSign
Drafting NDIS Service Agreements and following up on client approvals and required documentation
Processing staff onboarding paperwork end to end for new support workers
2. Scheduling & Rostering Support
Ensure accuracy in workforce scheduling:
Create and update staff rosters and assign carers to client shifts in Visual Care
Confirm scheduled shifts with staff and communicate roster updates
Manage cancellations and changes, and flag unallocated shifts
Conduct daily roster checks and track staff hours worked
3. Funding, Invoicing & Claims Processing
Support financial administration processes:
Track funding approvals and client budgets, flagging any deficits
Verify kilometre claims and review extended shift entries
Follow up on outstanding claims and required documentation
Assist with end-of-month financial and claims processes
4. Communication & Email Management
Provide structured communication support:
Summarise and prioritise incoming emails
Liaise with support workers, clients and stakeholders via phone and email
Maintain a consistent daily communication rhythm with the founders (morning check-in, midday touchpoint, end-of-day update)
Follow up on approvals, documents and service updates
5. Compliance & Documentation
Ensure all processes align with NDIS standards:
Build and maintain a structured, version-controlled filing system from the ground up
Rebrand and customise purchased policy and compliance documents in line with company branding
Maintain accurate records and documentation; assist with audit preparation and compliance tracking
Ensure all required approvals and signatures are completed
Effectively utilise Microsoft 365 applications including SharePoint, Teams, Outlook, Word, Excel, OneDrive, and document management systems to manage records and compliance documentation
Key Skills & Experience
Strong administrative and scheduling experience
Experience using CRM or care management systems (e.g., Visual Care)
Experience with e-signature and document platforms (e.g., DocuSign)
Experience within the Australian NDIS or disability services sector is highly advantageous
Healthcare, mental health, or community services background is highly desirable
Excellent written English and communication skills
Strong attention to detail and accuracy are essential for success in this role
Advanced organisational and time management skills
Ability to manage multiple tasks and prioritise effectively
Minimum 2–3 years experience in a similar admin or coordination role
Ideal Candidate Attributes
Highly organised and detail-oriented
Proactive and able to work independently
Strong problem-solving mindset
Empathetic and patient (important in a mental health and disability support environment)
Quick learner with strong system adaptability
Personable, with genuine warmth and good energy
This role is a key operational support position within In Step Supports, helping to ensure seamless coordination between clients, support workers, and internal systems.
The successful candidate will contribute directly to efficient operations, compliance, and high-quality care delivery, becoming an important extension of the onshore team led by co-founders.
Want to know more about the team you could be joining? Visit instepsupports.me to see the real difference we make in our clients' lives and get a genuine feel for the culture, values and heart behind In Step Supports team.
