Administration Assistant (NDIS) - Payroll, Rostering and Finance Administration

Outsourced Staff; Philippines; Remote; PHP 2,400,000 - 3,600,000; Full time

Job summary

Outsourced Staff is assisting an NDIS provider with a remote, full-time Administration Assistant role focused on payroll preparation, finance admin, rostering support, and compliance documentation. You will work in Xero, ShiftCare, and a custom CRM, following documented processes and preparing work for review by the Operations and Administration Manager.

The role emphasizes accuracy, timely updates, and strict adherence to templates and policy content, with no payments processing.

Qualifications

• Australian award payroll preparation in Xero with 2+ years experience and bank reconciliation/coding.
• Clear written English for emails and documentation, attention to detail.
• Privacy and data security, including willingness to provide an NBI clearance.
• Overlap with Adelaide business hours; ability to learn client-specific processes.

Responsibilities

• Prepare pay runs in Xero for approval; apply award rates, overtime, leave entitlements.
• Reconcile bank accounts and code transactions; manage invoicing workflow end to end.
• Enter and amend shifts in rostering software; flag clashes to management.
• Ensure rostering data flows into Xero and is accurate for payroll and invoicing.
• Backfill compliance documentation and maintain policy registers.
• Prepare employment contracts and other standard documents from templates.
• Publish approved policy versions and track acknowledgments.
• Screen applications, book interviews, and update CRM records.

Skills

Xero payroll

Bank reconciliation

Data privacy

ShiftCare

Deputy

Employment Hero

Tools

ShiftCare

Deputy

Employment Hero

Job description

About the Company

Our client is an NDIS provider, established in 2022, preparing to become a registered provider and delivering core support and capacity building to around 120 participants with a team of around 45 to 50 staff. They are looking for one dedicated, full-time Administration Assistant to take over the repeatable, process-driven administration currently handled by the management team, so the team can stay focused on participants, staff and growing the business.

About the Role

This is a hands-on administration role centred on payroll preparation, finance administration, rostering support and compliance documentation. You will work in Xero, the client's rostering system (ShiftCare) and a custom-built CRM, follow documented processes exactly, and prepare work for review and approval by the Operations and Administration Manager. The role does not approve payments or pay runs. It prepares, checks and flags. It also prepares standard documents and contracts from approved templates and maintains the policy and procedure register, without changing template terms or policy content.

Primary Purpose

To give the client's management team accurate, well-checked payroll and finance administration, an up-to-date and clash-free roster, organised compliance and recruitment records, accurate documents prepared from approved templates, a well-maintained policy and procedure register, accurate shift and billing records, and a reliable daily update on what has been done and what is next.

Key Responsibilities

Payroll Preparation

• Prepare pay runs in Xero for approval, applying award-based pay rates, overtime, penalty rates, superannuation and leave entitlements

• Check timesheets against rosters before each pay run, and report any differences, gaps or unusual entries to the approver rather than correcting them silently

• Prepare and check payroll only: the role does not approve or process payments, and brings any discrepancy to management's attention

• Work to the pay-cycle schedule, which is currently fortnightly and processed on Mondays, and be ready to adapt if the client moves to a weekly cycle or a mid-week processing day

• Keep clear records of what was checked, what was flagged and what was changed

Bookkeeping and Invoicing

• Reconcile bank accounts and code transactions in Xero, and match receipts

• Manage the invoicing workflow end to end, including creating, sending and tracking invoices, completed after payroll because errors are harder to correct on NDIS invoices than on pay

• Check that NDIS billing details, rates and line items are correct before invoices are issued, recognising that NDIS billing and SCHADS pay each carry their own complexity

• Complete month-end processes to the documented checklist

• Run aged-debtor reports

• Follows up plan managers and support coordinators using approved templates. Overdue amounts owed directly by families are escalated to management, not chased.

Rostering, Shift Management and CRM Administration

• Enters and amends shifts as directed. Does not make mentor-to-participant matching or replacement decisions. Flags clashes, gaps and unfilled shifts to the Relationship Coordinator or Operations and Administration Manager.

• Work in the rostering software (ShiftCare preferred, Deputy, Employment Hero or similar is acceptable)

• Support the link between rostering and payroll, including how rostering data flows into Xero

• Check that each shift is recorded correctly, with the right billing information, in the rostering system, because this data carries through to invoicing and payroll

• Process shift adjustments and roster changes communicated by staff, and record them in the CRM and rostering system

• Learn and work in the client's custom-built CRM, adapt to improvements, and give constructive feedback on how it works

Compliance and Documentation

• Backfill registration and compliance documentation, following the existing process

• Track and chase recurring compliance items in the Hub compliance register, including NDIS Worker Screening, Working With Children Checks, first aid and driver's licences, so nothing lapses

• Keep documents and records organised, accurate and easy to find

Document and Contract Preparation

• Prepare employment contracts, participant service agreements and other standard documents from approved templates, using details supplied or held in the Hub

• Check every draft for accuracy (names, dates, rates, NDIS line items) before sending it for review

• Does not alter template clauses, pay rates, prices or terms; any non-standard request is escalated

• Sends documents for signature only after approval, and files signed copies in the correct record

Policy and Procedure Administration

• Maintain the policy and procedure register, including version numbers, owners, approval dates and next review dates

• Flag documents due for annual review ahead of time and track them through to approval

• Make formatting, template and approved wording changes as directed, and keep a change log for each version

• Publish approved versions and arrange staff read-and-sign acknowledgements

• Does not change policy content or approve changes; raises suggested updates (for example, legislative or NDIS Commission changes) for management review

Recruitment Administration and Data

• Training is provided for these tasks, so prior experience is helpful but not essential

• Screen applications against role requirements, book interviews and schedule reference checks

• Enter and update records in the CRM or database, and check data quality, reporting errors and duplicates

• Maintain spreadsheets, using filters, lookups and basic formulas

Communication, Process and Privacy

• Write clear, polite and accurate emails and online messages to Australian staff and business contacts

• Question anything that does not look right (a gap, a missing detail or an inconsistency across shift records, invoices and payroll) rather than assuming it is correct

• Work exactly to documented processes, be open to learning the client's way of doing things, and raise suggested improvements and ideas instead of changing steps independently

• Send a short daily update to the Operations and Administration Manager covering what was completed, what is next and any roadblocks or pending items

• Handle personal information, including participant and employee details, with care and in line with the client's privacy and security requirements, working from a private and secure workspace

Hours and Location

• Remote, home based, full-time (40 hours per week), Monday to Friday

• Working hours must overlap with Adelaide business hours (9:00 am to 5:00 pm ACST/ACDT)

• Reliable internet and a private, secure workspace required

• Computer literacy and comfort learning new systems are required for daily work

Qualifications and Experience (Essential)

• Australian award payroll preparation in Xero: 2+ years, including bank reconciliation and coding.
• Reports anomalies rather than correcting them silently.
• Clear, polite written English, including emails and online messages to staff.
• Privacy and data security, including willingness to provide an NBI clearance.
• Reliable internet, a secure workspace and full overlap with Adelaide business hours (9:00 am to 5:00 pm ACST/ACDT).

Highly Desirable

• Knowledge of the SCHADS Award (Social, Community, Home Care and Disability Services), including broken shifts, minimum engagement and sleepovers. This is weighted above general award experience.
• Experience with the NDIS, including NDIS billing (rates, line items and billing systems), or with Australian disability, aged care or community services. This is a priority, but strong candidates who can learn it quickly will be considered.
• Familiarity with the NDIS provider portals (PRODA and PACE), which will become relevant as the client completes NDIS registration. This is desirable rather than required.
• Rostering or scheduling software experience (ShiftCare preferred, Deputy, Employment Hero or similar acceptable), including how it syncs with Xero
• Teachable and adaptable: willing to learn the client's way of working, comfortable sharing ideas, able to adapt to a custom-built CRM, and works exactly to documented processes with clear records of what was done