Location: Remote
Working Hours: AU Business Hours

About the Business

The client is a registered NDIS provider delivering support services, including domestic support, community access, supported independent living, medication management and transport. The organisation takes a person-centred approach, tailoring its services to participants’ individual needs. The business currently supports 10 clients with a team of 10 staff, including the business owner, delivering approximately 280–300 support hours per fortnight.

The company is seeking a detail-focused NDIS Compliance & Administrator to strengthen its audit readiness and help maintain organised, up-to-date compliance records and systems.

Role Overview

The NDIS Administrator will review and improve the company’s filing systems, track worker and NDIS compliance requirements, manage the incident reporting system and monitor daily shift notes in ShiftCare.

The role will identify missing information or process gaps, coordinate follow-up actions and bring concerns to management’s attention. Rostering support will also be included in the outsourced responsibilities.

The first three months will involve a higher workload as the business prepares for an audit, with an initial focus on reviewing existing records, identifying compliance gaps and establishing organised systems. Once audit readiness and ongoing maintenance processes are established, the workload is expected to ease to a more sustainable level, with responsibilities expanding as the business grows.

Key Responsibilities

Audit Readiness & Document Management

• Review the current digital filing systems and recommend improvements.
• Organise participant, worker, training, incident and operational records so they are complete and easy to retrieve.
• Check records for missing, outdated or inconsistent information.
• Maintain document registers, expiry trackers and evidence required for audits.
• Identify compliance or documentation gaps and coordinate agreed actions.
• Keep a clear record of outstanding items and their progress.

Worker & NDIS Compliance Tracking

• Maintain a worker compliance register and track required documents, clearances, qualifications, training and expiry dates.
• Follow up missing or expired worker documents and escalate overdue items.
• Track relevant NDIS compliance requirements and supporting evidence.
• Assist with maintaining current policies, procedures, forms and compliance records.
• Bring potential risks, overdue requirements and gaps to management’s attention.

ShiftCare Administration & Daily Notes

• Use ShiftCare to review daily shift notes and related records.
• Check that notes are submitted and flag missing, incomplete or concerning entries.
• Maintain accurate participant and worker information in ShiftCare.
• Follow up on records requiring correction or additional detail.
• Escalate concerns about participant safety, service delivery or documentation to management.

Incident Reporting System

• Maintain and monitor the company’s incident reporting system.
• Ensure incidents are recorded, organised and followed up in accordance with company procedures.
• Track investigation steps, actions, due dates and supporting documents.
• Identify missing information or overdue follow-up and notify management.
• Promptly escalate potential reportable incidents to management for assessment and any required action.

Participant Intake Administration

• Prepare and maintain participant intake documents and templates.
• Check that required intake information and supporting records have been received.
• Organise participant files and update relevant records in ShiftCare.
• Follow up missing information with the appropriate person, as directed.
• Maintain confidentiality when handling participant information.

Rostering & Coordination

• Assist with preparing and maintaining staff rosters in ShiftCare or the company’s chosen system.
• Coordinate roster changes, shift coverage and availability with workers and management.
• Check rosters for gaps or conflicts and raise them promptly.
• Communicate approved roster updates to relevant workers.
• Maintain accurate records of roster changes.

Workflow Improvement & Reporting

• Review administrative workflows and identify opportunities to make them more consistent and efficient.
• Create or update checklists, trackers and document templates.
• Maintain an action register for compliance gaps and outstanding tasks.
• Provide regular updates to management on audit readiness, worker compliance, incidents and documentation gaps.
• Follow agreed actions through to completion.

Tools & Systems

• ShiftCare experience is essential.
• Microsoft 365 or Google Workspace.
• Spreadsheets and document-management tools.
• Digital filing and compliance tracking systems.

Requirements

• Previous experience in NDIS administration or disability support administration.
• Hands-on experience using ShiftCare.
• Understanding of NDIS documentation and compliance administration.
• Experience maintaining organised digital records and tracking expiry dates.
• Strong attention to detail and follow-through.
• Confidence identifying gaps and escalating issues clearly.
• Good written and spoken English.
• Ability to handle confidential participant and worker information appropriately.
• Strong organisation skills and ability to manage multiple follow-up tasks independently.

Highly Desirable

• Experience preparing an NDIS provider for an audit or supporting audit evidence collection.
• Familiarity with worker screening, training and qualification records.
• Experience managing incident registers or compliance action plans.
• Previous experience supporting rostering in a disability or community services organisation.