NDIS Admin Support Officer

Sibella Care Pty Ltd; Sydney; On-site; AUD 60,000 - 85,000; Full time

Job summary

Sibella Care Pty Ltd is seeking an organised Administration Support Officer to join our team in Sydney. You will provide frontline admin support, manage rostering, onboarding and financial tasks using Xero, and help keep compliant records.

You’ll work with participants, families and staff, and collaborate with the Leadership Team to ensure smooth day-to-day operations. Availability for frontline shifts to cover staff shortages is required.

Qualifications

• Proven experience in administration or coordination roles.
• Experience using Xero is essential.
• Strong computer skills and proficiency with Microsoft 365.
• Excellent written and verbal communication.
• Ability to manage competing priorities and deadlines.
• Ability to work independently and as part of a team.
• Respectful and compassionate communication with participants and families.
• Working with children's check / police check / NDIS check (or willingness to obtain).

Responsibilities

• Administration & customer service: act as first point of contact for participants, families and staff.
• Rostering & workforce coordination: assist with daily scheduling and shift coverage.
• Recruitment & onboarding: support advertising, interviews and induction.
• Participant onboarding and administration: maintain records and processes.
• Accounts, finance admin: use Xero for invoicing and financial records.
• Compliance & quality: support audits, records and system improvements.
• Stakeholder engagement: liaise with coordinators and service providers.

Skills

Organisation

Reliability

Communication

Time management

Telephone etiquette

Confidentiality

Independence

Teamwork

Tools

Xero

Microsoft 365

Job description

Sibella Care is a dedicated NDIS and disability services provider committed to delivering high-quality, personalised support to people living with disability and complex support needs.

We believe great support starts with genuinely understanding each person, respecting their choices and working alongside them to achieve their goals and greater independence.

As our organisation continues to grow, we are looking for a highly organised, reliable and confident Administration Support Officer to join our team and play an important role in the day-to-day operations of the business.

About the Role

This is a varied and hands-on administration role.

You will be responsible for providing high-quality administrative support across areas including:

General administration and customer service

Rostering and workforce coordination

Recruitment and employee onboarding

Participant onboarding and administration

Accounts, and finance administration utilising Xero

Compliance and record keeping

Staff and stakeholder communication

Supporting the Leadership Team with day-to-day operations

Ad hoc duties as required

This is a role where no two days are the same. The successful applicant will need to be comfortable managing competing priorities, working independently and taking initiative when required.

While this is primarily an administration position, the successful applicant must be willing and available to occasionally attend and work a support shift when required to assist with staff coverage and continuity of participant support.

This may include stepping into a frontline support role when unexpected staff shortages or operational requirements arise.

Key Responsibilities

Administration & Customer Service

Act as a professional first point of contact for participants, families, employees and external stakeholders.

Manage incoming phone calls, emails and enquiries.

Assist with participant intake and onboarding processes.

Provide administrative support to the Leadership Team.

Maintain accurate participant and employee records.

Prepare correspondence, documents, reports and meeting minutes.

Assist with incident documentation and follow-up processes.

Maintain confidentiality and handle sensitive information appropriately.

Rostering & Workforce Coordination

Assist with daily scheduling and rostering of support workers.

Monitor staffing requirements and assist with finding suitable shift coverage.

Communicate roster changes and updates to staff.

Assist with maintaining accurate staff and participant schedules.

Support continuity of participant services.

Ensure rostering information is accurate and maintained in accordance with organisational requirements and applicable SCHADS Award conditions.

Recruitment & Onboarding

Assist with recruitment advertising and candidate screening.

Coordinate interviews and recruitment appointments.

Assist with employee onboarding and induction.

Maintain employee compliance documentation.

Assist with participant onboarding, welcome calls, meet-and-greets and service commencement processes.

Maintain and process financial administration using Xero.

Assist with accounts receivable.

Assist with processing and following up invoices and payments.

Assist with timesheet and payroll administration.

Maintain accurate financial and administrative records.

Compliance & Quality

Maintain accurate and up-to-date records across relevant systems.

Assist with NDIS compliance and organisational requirements.

Support the maintenance of employee and participant documentation.

Assist with internal audits, reviews and quality improvement activities.

Identify opportunities to improve administrative systems and processes.

Stakeholder Engagement

Build positive and professional relationships with participants, families, support workers and external stakeholders.

Communicate effectively with Support Coordinators, allied health professionals and other service providers.

Assist with service reviews, meetings and other stakeholder activities.

Represent Sibella Care in a professional, respectful and compassionate manner.

To be successful in this role, you will have:

Previous experience in administration, coordination, rostering, customer service or a similar role.

Proven experience and proficiency using Xero – this is an essential requirement.

Strong computer skills and confidence using Microsoft 365.

Excellent written and verbal communication skills.

Strong organisational skills and exceptional attention to detail.

Ability to manage competing priorities and work to deadlines.

Ability to work independently while also contributing positively to a team.

A professional, confident and friendly telephone manner.

Strong problem-solving and decision-making skills.

Ability to maintain confidentiality and handle sensitive information professionally.

Working with children’s check, recent police check, NDIS screening check (or ability to obtain)

Willingness and availability to occasionally provide frontline shift coverage when required.

Highly Desirable

Experience in one or more of the following would be highly regarded:

NDIS or disability services

Mental health

Community services

Rostering or workforce coordination

Experience with NDIS-related software or CRM systems

What We Offer

At Sibella Care, you'll be joining a growing organisation where your contribution genuinely matters.

We offer:

A supportive and close-knit team environment

A varied role with opportunities to develop your skills

The opportunity to contribute ideas and improve systems and processes

Career development and progression opportunities

A role where you can make a meaningful difference to participants and their families

Competitive remuneration based on experience

Sibella Care is an equal opportunity employer. We encourage applications from people of all backgrounds and abilities.