Office Admin & NDIS Quality Control

Sapphire Care Solutions; Melbourne; On-site; AUD 33,000 - 44,000; Part time

Benefits offered by this job

Part-time role

Sunbury location

Flexible hours

Job summary

Sapphire Care Solutions is seeking an organised administrator/coordinator to support our NDIS services from Sunbury. You will manage compliance tasks, reporting through PRODA and PACE portals, and assist onboarding of staff and participants.

You will use ShiftCare daily for rostering, records, invoicing and general operations, keeping QA documents and audit-ready registers up to date. Flexible hours and a supportive team environment provided.

Qualifications

• Experience in office administration or coordination, preferably in disability services or NDIS settings.
• Solid understanding of NDIS quality and safeguards for registered providers (including Module 2A).
• Proficient with NDIS reporting systems (Reportable Incidents, RIDS, PRODA, PACE portals).
• Experience supporting staff or participant onboarding.
• Strong attention to detail, organisation and record-keeping.
• Clear communication, professional and can-do attitude.
• Ability to obtain/maintain National Police Check and NDIS Worker Screening.

Responsibilities

• Keep us on top of NDIS quality controls, safeguards and processes as a registered provider.
• Handle NDIS reporting via Reportable Incidents, RIDS, PRODA and PACE portals.
• Assist with staff and participant onboarding.
• Use ShiftCare for rostering, participant records, notes, invoicing and day-to-day operations.
• Maintain QA documents, registers and reporting records for audit readiness.
• Support general office admin and coordination; contribute ideas to improve processes as we grow.

Job description

You'll be the organisational backbone of the business — keeping the systems humming, the paperwork (and portals) under control, and the team supported so everyone can focus on delivering great supports. It's a mix of compliance, coordination and everyday admin, and no two days are exactly the same.

Key responsibilities

• Keep us on top of NDIS quality controls, safeguards and processes as a registered provider (including Module 2A requirements).
• Handle NDIS reporting with confidence — Reportable Incidents, RIDS, PRODA, PACE / my NDIS provider portal and any other required processes.
• Help with staff and participant onboarding so everyone starts on the right foot.
• Use ShiftCare like a pro for rostering, participant records, notes, invoicing and day-to-day operations.
• Maintain QA documents, internal registers and reporting records so we're always audit-ready.
• Support general office admin, coordination and whatever else keeps the wheels turning smoothly.
• Bring ideas to help us improve how we work as we grow.

About you

• Experience in office administration or coordination, ideally in disability, community services or an NDIS setting.
• Solid understanding of NDIS quality and safeguards requirements for registered providers (including Module 2A).
• Comfortable and proficient with NDIS reporting systems — Reportable Incidents, RIDS, PRODA, PACE and related portals.
• Experience supporting staff and/or participant onboarding.
• Strong working knowledge of ShiftCare (or the ability to get up to speed quickly).
• Excellent attention to detail, organisation and record-keeping.
• Clear communication skills and a warm, professional, can-do attitude.
• Ability to obtain/maintain a National Police Check and NDIS Worker Screening.
• Right to work in Australia.

About us

We're a friendly, family-run NDIS provider who genuinely care about the people we support (and the people who work with us). As a registered provider under the NDIS Quality and Safeguards Commission — including Module 2A (Implementing Behaviour Support Plans) — we take quality, safeguards and compliance seriously, but we also like a bit of laughter around the office and a supportive team culture.

Permanent part-time role based in Sunbury, with genuine opportunity to grow into full-time as the business expands.

Competitive remuneration under the SCHADS Award Level 3 (Complex compliance, intake and coordination).

A supportive, family-oriented workplace where your contribution is noticed and valued.

The chance to help build something meaningful while keeping the compliance side of things in great shape.

Flexible hours that we can discuss to suit mutual needs.