Administrative & Scheduling Support Specialist (NDIS)

Outsourced Staff; Manila; On-site; PHP 246,000 - 379,000; Full time

Job summary

Outsourced Staff in Manila is seeking an organized administrator to support client and staff records, rostering, and billing processes. You will draft service agreements, manage onboarding, and ensure efficient communication with founders and stakeholders.

Your role includes coordinating funding approvals, tracking budgets, processing claims, and maintaining compliant documentation using Microsoft 365 tools. A methodical, detail-oriented approach is essential for success.

Responsibilities

• Create and update staff rosters and assign carers to client shifts in Visual Care
• Confirm scheduled shifts with staff and communicate roster updates
• Manage cancellations and changes, and flag unallocated shifts
• Conduct daily roster checks and track staff hours worked
• Track funding approvals and client budgets, flag deficits and assist with end-of-month processes

Job description

1. Client & Staff Administration & Coordination

Manage client and staff records and administrative processes including:

• Creating and updating client and staff profiles in Visual Care

• Uploading ACEAR forms and other documentation, and managing digital signatures via DocuSign

• Drafting NDIS Service Agreements and following up on client approvals and required documentation

• Processing staff onboarding paperwork end to end for new support workers

2. Scheduling & Rostering Support

Ensure accuracy in workforce scheduling:

• Create and update staff rosters and assign carers to client shifts in Visual Care

• Confirm scheduled shifts with staff and communicate roster updates

• Manage cancellations and changes, and flag unallocated shifts

• Conduct daily roster checks and track staff hours worked

3. Funding, Invoicing & Claims Processing

Support financial administration processes:

• Track funding approvals and client budgets, flagging any deficits

• Verify kilometre claims and review extended shift entries

• Follow up on outstanding claims and required documentation

• Assist with end-of-month financial and claims processes

4. Communication & Email Management

Provide structured communication support:

• Summarise and prioritise incoming emails

• Liaise with support workers, clients and stakeholders via phone and email

• Maintain a consistent daily communication rhythm with the founders (morning check-in, midday touchpoint, end-of-day update)

• Follow up on approvals, documents and service updates

5. Compliance & Documentation

Ensure all processes align with NDIS standards:

• Build and maintain a structured, version-controlled filing system from the ground up

• Rebrand and customise purchased policy and compliance documents in line with company branding

• Maintain accurate records and documentation; assist with audit preparation and compliance tracking

• Ensure all required approvals and signatures are completed

• Effectively utilise Microsoft 365 applications including SharePoint, Teams, Outlook, Word, Excel, OneDrive, and document management systems to manage records and compliance documentation