NDIS Administration Coordinator

Bloom Ability Services; City of Melbourne; On-site; AUD 44,000 - 54,000; Part time

Job summary

Bloom Ability Services is seeking an Admin Coordinator to support daily operations, onboarding, compliance, scheduling and documentation. The role is primarily onsite in Sunbury with some remote task flexibility as needed.

You will work with participants, families, staff and external stakeholders to ensure accurate records and smooth program delivery. The position offers part-time hours with potential growth.

Qualifications

• Demonstrated admin experience in the NDIS or community services sector.
• Understanding of NDIS Practice Standards, compliance obligations and documentation.
• Strong organisational skills to manage competing priorities and deadlines.
• Confident written communication for reports and formal documents.
• Experience using Astalty, Xero or Google Workspace is highly regarded.

Responsibilities

• Onboard participants and manage administration, files, plans and service agreements.
• Handle inquiries, emails and phone calls; support families, coordinators and plan managers.
• Maintain records, update data and prepare service summaries and reports.
• Assist with weekly planners, calendars and staff availability.
• Complete reconciliations and prepare reconciliation reports as required.
• Support NDIS compliance, quality requirements and regulatory updates.
• Coordinate participant events, group programs and activities.
• Provide operational support across Bloom’s activities.

Skills

Administrative experience

NDIS knowledge

Organisational skills

Written communication

Driver's licence

Working With Children Check

Stakeholder communication

Tools

Astalty

Xero

Google Workspace

Job description

Organisation: Bloom Ability Services
Location: Sunbury and surrounding areas
Employment Type: Part-time
Remuneration: $32–$39 per hour, negotiable based on experience

Position Description: Admin Coordinator

Organisation: Bloom Ability Services
Location: Sunbury and surrounding areas
Employment Type: Part-time
Remuneration: $32–$39 per hour, negotiable based on experience

Organisation Overview

Bloom Ability Services is a trusted NDIS provider based in Sunbury, supporting participants across surrounding regions. Bloom delivers flexible, friendly, and professional all abilities support services that empower individuals to live with dignity, independence, and genuine choice.

The organisation is seeking an organised and proactive Admin Coordinator to support daily operations, participant onboarding, compliance, scheduling, documentation, and administrative systems as the business continues to grow.

Position Overview

The Admin Coordinator is responsible for providing efficient, accurate, and participant-focused administrative support across Bloom Ability Services. The role supports the smooth coordination of daily operations, participant information, staff scheduling, compliance tasks, stakeholder communication, and internal systems.

This position is suited to a person who is highly organised, confident working in a varied and fast-paced environment, and able to work collaboratively with participants, families, staff, and external stakeholders. The role requires regular onsite attendance in Sunbury, with flexibility to complete suitable administrative tasks remotely or off-site where operationally appropriate.

Key Responsibilities

The Admin Coordinator will be responsible for the following key areas:

• Staff & participant onboarding and administration – supporting onboarding, intake, file management, participant records, plans, service agreements, and required documentation.

• Communication & stakeholder support – managing emails, enquiries and phone calls, while assisting with communication with families, Support Coordinators and Plan Managers.

• Records, reporting & data management – maintaining accurate records, updating system data, preparing reports, correspondence and service summaries.

• Scheduling & coordination – assisting maintaining weekly planners, staff and team calendars, appointments and key dates, as well as checking schedules and staff availability for gaps or changes.

• Reconciliations & financial administration – completing regular reconciliations and preparing reconciliation reports as required.

• Compliance & quality assurance – assisting with NDIS compliance, quality requirements, record keeping and monitoring relevant NDIS and regulatory updates.

• Events & programs – coordinating upcoming participant events, group programs and special activities.

• Creative & operational support – assisting with creative projects, resources and general day-to-day operational needs across Bloom.

Selection Criteria

• Demonstrated administrative experience, ideally within the NDIS, disability, or community services sector.
• Understanding of NDIS Practice Standards, compliance obligations, and participant documentation requirements.
• Strong organisational skills with the ability to manage competing priorities and meet deadlines.
• Confident written communication skills, including experience preparing reports, summaries, or formal documents.
• Ability to use digital systems and tools, with experience in Astalty, Xero, or Google Workspace highly regarded but not essential.
• Warm, professional, and participant-focused communication style.
• Ability to build rapport with participants, families, staff, and external stakeholders.
• Current valid driver’s licence.
• Current Working With Children Check or willingness to obtain one.
• Capacity to work onsite in Sunbury at least two days per week.

Employment Conditions

• Part-time position with flexible hours and potential to grow into full-time employment as the organisation expands.
• Regular onsite work required in Sunbury, with flexibility for suitable remote or off-site administrative tasks.
• Hourly rate of $32–$39, negotiable based on skills and experience.
• Supportive, friendly, and values-driven team environment.
• Opportunity to contribute directly to positive participant outcomes and service quality.