Finance and Workforce Administration Coordinator

Top Gunn Disability Support Services; Albury City; On-site; AUD 70,000 - 100,000; Full time

Benefits offered by this job

Full-time employment

SCHADS Award classification

Collaborative working environment

Job summary

Top Gunn Disability Support Services in Albury NSW is seeking a Finance and Workforce Administration Coordinator to manage payroll, participant invoicing, and finance administration while supporting the Rostering Coordinator.

You will reconcile rosters, timesheets, attendance, and service delivery documents; prepare payroll data and payment batches; and support rostering duties during leave periods. A strong attention to detail and discretion are essential.

Qualifications

• Demonstrated experience in payroll, accounts administration, bookkeeping or a comparable finance support role.
• Experience coordinating complex, time-sensitive workflows. Rostering or workforce scheduling experience is highly regarded.
• Strong numerical accuracy and the ability to reconcile information across rosters, timesheets, payroll and invoices.
• Clear, respectful communication and discretion handling confidential information.

Responsibilities

• Review approved timesheets, roster records, attendance information and supporting documents before each pay run.
• Identify and investigate discrepancies involving hours, leave, sleepovers, allowances, kilometres, penalties, overtime, broken shifts and minimum engagements.
• Prepare fortnightly payroll information and exception reports for review and authorisation.
• Check new starter details, employment status, base hours, pay rates, allowances and approved payroll changes against authorised documents.
• Complete post-payroll checks and reconciliations, investigate unusual payments, and document corrections or escalations.
• Respond to routine employee payroll enquiries and refer award interpretation or employment matters to People and Culture or management.
• Prepare participant invoices and NDIS claims from verified service delivery records.
• Check delivered supports against service agreements, approved rates, available funding information and claiming requirements.
• Reconcile rostered, delivered and invoiced supports, investigating differences before claims are submitted.
• Monitor rejected claims, unbilled supports, funding gaps, expiring agreements and missing documentation.
• Maintain accurate debtor records and support follow-up of outstanding accounts.
• Prepare reports on invoicing, claim exceptions and potential revenue leakage.
• Receive, verify, code and enter supplier invoices; prepare payment batches and creditor reports for release by an authorised officer.
• Maintain supplier records and verify requests to create suppliers or change banking details.
• Assist with bank, payroll and general ledger reconciliations, month-end records, audit documentation and Board reporting.
• Provide scheduled rostering support during high-volume periods and relief as required.

Skills

Payroll administration

Accounts administration

Bookkeeping

Rostering coordination

Microsoft Excel

Education

Bookkeeping / Payroll qualification

Tools

CareMaster

MYOB

Microsoft Excel

Job description

Finance and Workforce Administration Coordinator

Top Gunn Disability Support Services – Albury NSW

Top Gunn Disability Support Services is a registered not-for-profit NDIS provider supporting people across the Albury–Wodonga region. We are seeking a capable and organised Finance and Workforce Administration Coordinator to help maintain accurate payroll, participant billing and finance administration, while providing planned support and leave relief for our Rostering Coordinator.

This is a varied, hands‑on role suited to someone who enjoys working with numbers, solving problems and keeping important administrative processes on track. Your work will help ensure employees are paid correctly, participant supports are invoiced accurately, supplier payments are prepared appropriately, and relevant records are complete and ready for review.

About the role

The role connects service delivery information with payroll and participant billing. You will review and reconcile information from rosters, timesheets, attendance records and service delivery documentation; investigate discrepancies; and prepare transactions and reports for approval.

You will also provide scheduled rostering assistance and undertake delegated rostering duties during approved leave periods. The Rostering Coordinator retains primary responsibility for roster development and day‑to‑day roster management.

The role has clear financial controls. You will prepare payroll information, invoices, claims and payment batches, but will not authorise your own payroll, release bank payments or approve transactions outside your delegation.

Key responsibilities

Payroll administration

• Review approved timesheets, roster records, attendance information and supporting documents before each pay run.

• Identify and investigate discrepancies involving hours, leave, sleepovers, allowances, kilometres, penalties, overtime, broken shifts and minimum engagements.

• Prepare fortnightly payroll information and exception reports for review and authorisation.

• Check new starter details, employment status, base hours, pay rates, allowances and approved payroll changes against authorised documents.

• Complete post‑payroll checks and reconciliations, investigate unusual payments, and document corrections or escalations.

• Respond to routine employee payroll enquiries and refer award interpretation, disputed entitlements or employment matters to People and Culture or management.

• Maintain confidential payroll records and assist with payroll reporting and audit requirements.

Participant invoicing and NDIS claims

• Prepare participant invoices and NDIS claims from verified service delivery records.

• Check delivered supports against service agreements, approved rates, available funding information and claiming requirements.

• Reconcile rostered, delivered and invoiced supports, investigating differences before claims are submitted.

• Monitor rejected claims, unbilled supports, funding gaps, expiring agreements and missing documentation.

• Maintain accurate debtor records and support follow‑up of outstanding accounts.

• Prepare reports on invoicing, claim exceptions and potential revenue leakage.

Accounts payable and finance administration

• Receive, verify, code and enter supplier invoices in line with TGDSS procedures and financial delegations.

• Check invoices have supporting documentation and appropriate approval.

• Prepare payment batches and creditor reports for release by an authorised officer.

• Maintain supplier records and independently verify requests to create suppliers or change banking details.

• Assist with bank, payroll and general ledger reconciliations, month‑end records, audit documentation and Board reporting.

• Maintain orderly electronic records and protect financial and personal information.

Rostering support and relief

• Provide scheduled assistance to the Rostering Coordinator during high‑volume periods.

• Undertake formally delegated rostering duties during approved leave or absence.

• Assist with filling vacant shifts and managing approved changes, considering participant needs, worker availability, skills, compatibility, fatigue and employment conditions.

• Maintain accurate roster information in CareMaster and communicate authorised changes to workers, participants and managers.

• Check rosters for overtime, unfilled shifts, cancellations, overlaps, travel issues and other exceptions that may affect payroll, invoicing or service continuity.

• Escalate participant safety, funding, workforce or service delivery concerns promptly.

• Follow the established handover process and return primary rostering responsibility to the Rostering Coordinator at the end of a relief period.

About you

You are accurate, organised and comfortable working to regular deadlines. You take ownership of tasks, follow discrepancies through to resolution and communicate early when something needs approval or escalation. You can manage competing priorities while treating employee, participant, supplier and financial information with discretion.

You will bring:

• Demonstrated experience in payroll, accounts administration, bookkeeping or a comparable finance support role.

• Experience coordinating complex, time‑sensitive workflows. Rostering or workforce scheduling experience is highly regarded.

• Strong numerical accuracy and the ability to reconcile information across rosters, timesheets, payroll and invoices.

• Sound computer skills, including Microsoft Excel, and confidence learning payroll, accounting and rostering systems.

• Strong organisation and prioritisation skills, especially around recurring processing deadlines.

• Clear, respectful communication skills and confidence following up missing information or incomplete documentation.

• A high level of discretion and the ability to handle confidential information appropriately.

• A commitment to participant‑centred practice, integrity, accountability and TGDSS values.

• The ability to obtain and maintain a satisfactory NDIS Worker Screening Check and any other screening or evidence required for the role.

Desirable experience

The following would be an advantage:

• Experience in disability, community services, health, aged care or another regulated human services setting.

• Working knowledge of the SCHADS Award and common disability‑sector roster arrangements.

• Experience with NDIS invoicing, claims, service agreements and relevant pricing arrangements.

• Experience using CareMaster, MYOB or similar rostering, payroll and accounting platforms.

• A qualification in bookkeeping, accounting, business administration or payroll.

What TGDSS offers

• Full‑time employment, 38 hours per week.

• SCHADS Award classification: Social and Community Services Level 3.

• A varied role with responsibility across payroll, billing, accounts payable and workforce administration.

• The opportunity to contribute to reliable supports and strong administrative processes in a growing local NDIS provider.

• A collaborative working relationship with the CEO, Rostering Coordinator, People and Culture Manager and operational leaders.