Admin Assistant

Martian Logic Pty; Sydney; On-site; AUD 60,000 - 75,000; Full time

Job summary

InterSystems in Sydney seeks an experienced Administration Assistant to become a reliable go-to person across the organisation. You’ll support from the CEO to frontline teams, manage participant records and onboarding, and help keep crucial documents up to date.

You’ll thrive if you’re highly organised, can jump between priorities, and communicate clearly with clients and staff. A strong suitability for NDIS terminology and compliance is valued.

Qualifications

• Experience as an Administrative Assistant in a corporate environment.
• Familiarity with NDIS terminology, participants, providers and compliance.
• Ability to work across multiple priorities and teams.
• Strong documentation and record-keeping practices.

Responsibilities

• Provide day-to-day administrative support across the organisation.
• Support the CEO and senior leadership when required.
• Assist Team Leaders and operational staff with administration.
• Manage incoming phone calls and emails.
• Maintain participant and organisational records.
• Update NDIS-related documentation and internal systems.
• Assist with participant onboarding and service documentation.
• Support employee onboarding and compliance records.
• Prepare documents, correspondence, reports and spreadsheets.
• Schedule meetings and appointments.
• Follow up outstanding information and documentation.
• Liaise with participants, families and external stakeholders.
• Keep records accurate, organised and up to date.

Skills

Strong communicator

Highly organised

Multi-tasking

Confidential information handling

Proactive

Reliability

NDIS knowledge

Education

Office / Business Administration qualification desirable

Tools

Microsoft Office

Outlook

Microsoft 365

Workday

Job description

Wanted: An Administration Assistant Who Becomes the Go-To Person Every good office has one.
Marylands, Sydney
The person who knows what's happening.
The person who can find that document nobody else can find.
The person who remembers the thing everyone else forgot.
The person who gets asked.
"Do you know how to?"
"Have you seen?"
"Can you help me with?"
And somehow, most of the time, the answer is yes.
That's who we're looking for.
Our client is an established NDIS provider in Sydney looking for an experienced Administration Assistant who understands the NDIS and wants to become a genuinely important part of the organisation.
This isn't a role where you'll sit quietly in the corner processing paperwork all day.
You'll work across the business.
From the CEO to Team Leaders, frontline teams, participants and external stakeholders, you'll be someone people know they can rely on.
The Gig Your job is fairly simple to explain.
Help keep the organisation running smoothly.
That can mean 20 different things before lunch.
One minute you might be helping the CEO prepare information for a meeting.
The next you're helping a Team Leader find participant documentation.
Then the phone rings.
Someone needs something emailed.
A participant record needs updating.
There's an onboarding document missing.
And apparently the printer has decided today is the day it no longer wants to participate in society.
Welcome to admin.
You need to be comfortable jumping between priorities without losing track of what actually needs to get done.
What You'll Be Doing Your responsibilities may include:

• Providing day-to-day administrative support across the organisation
• Supporting the CEO and senior leadership team when required
• Assisting Team Leaders and operational staff with administration
• Managing incoming phone calls and emails
• Maintaining participant and organisational records
• Updating NDIS-related documentation and internal systems
• Assisting with participant onboarding and service documentation
• Supporting employee onboarding and compliance records
• Preparing documents, correspondence, reports and spreadsheets
• Scheduling meetings and appointments
• Following up outstanding information and documentation
• Liaising with participants, families and external stakeholders
• Keeping records accurate, organised and up to date
• Helping different parts of the organisation communicate with each other

NDIS Knowledge Matters
We're not looking for someone who needs the NDIS explained to them on their first morning.
You should understand the environment.
You should be comfortable with NDIS terminology, participants, providers, service agreements, compliance requirements and the importance of accurate documentation.
You'll understand that this isn't just paperwork.
Behind every file, email and participant record is a real person receiving support.
Getting the administration right matters.

Who We're Looking For

• Experienced in administration, preferably within an NDIS or disability services organisation
• Familiar with the NDIS and disability sector
• Highly organised without needing someone constantly checking on them
• Confident using Microsoft Office and business administration systems
• Comfortable learning new software and processes
• A strong communicator on the phone, by email and face-to-face
• Able to manage multiple priorities
• Comfortable dealing with confidential information
• Detail-focused without getting stuck on the tiny things
• Proactive enough to see something needs doing and actually do it

Reliability.
When you say you'll do something, people should know it's going to get done.

What You'll Be Doing You will work across different levels of the business and quickly understand how everything fits together.
You will be trusted as you learn the organisation, you'll become someone the team genuinely relies on.
Not because everything gets dumped on you.
Because you're capable, organised and trusted to get things moving.

What This Isn't
It's not a role for someone who responds to every request with:
"That's not really my job."
We need organised.

Six months after you start, we'd like people around the office to be saying:
"Ask them. They'll know."
Someone the CEO trusts. Someone the Team Leaders rely on. Someone participants and families are comfortable speaking with. And someone who quietly makes everyone else's job a little easier because they're there.

Responsibilities

The duties initially assigned include, but are not limited to:

• Reception relief (cover for lunch, breaks and Friday afternoon from 3pm)
• Assistance organising and preparing for internal staff events
• Daily Staff Movements
• Co‑ordination of meetings, conference calls and video conferences with both internal & external stakeholders
• Preparing documents/presentations – formatting, printing, binding as needed
• Assistance with monthly Amex reconciliation

Other shared responsibilities (with Admin Team)

• Responding to requests via team inbox
• Co‑ordination of travel – Domestic
• ASG Team support and role coverage

Experience and Qualifications

• 3-5 years’ experience as an Administrative Assistant within a corporate environment
• Qualifications in Office / Business Administration desirable
• Ability to work in a team environment
• Advanced skills in Microsoft Office; Outlook and established applications
• Advanced skills in Microsoft 365 and Workday would be desirable

About InterSystems
InterSystems, a creative data technology provider, delivers a unified foundation for next‑generation applications for healthcare, finance, manufacturing, and supply chain customers in more than 80 countries. Our data platforms solve interoperability, speed, and scalability problems for large organisations around the globe to unlock the power of data and allow people to perceive data in imaginative ways. Established in 1978, InterSystems is committed to excellence through its 24×7 support for customers and partners around the world to deliver a unified foundation for next‑generation applications for healthcare, finance, manufacturing, and supply chain customers in more than 80 countries. Established in 1978, InterSystems is committed to excellence through its 24×7 support for customers and partners around the world. Privately held and headquartered in Boston, Massachusetts, InterSystems has 38 offices in 28 countries worldwide. For more information, please visit InterSystems.com.

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