HR, Compliance & Operations Officer (NDIS)

Outsourced Staff; Philippines; On-site; PHP 320,000 - 420,000; Full time

Job summary

Outsourced Staff is seeking an HR Administration & Employee Lifecycle specialist to support recruitment admin, onboarding, records, leave management, and contract processing across multiple sites.

The role also covers compliance governance, payroll support, executive calendar management, board governance, communications and continuous improvement of HR processes, using Lumary Salesforce, Easy Employer, SharePoint, Canva, and WIX.

Qualifications

• Experience in HR administration and employee lifecycle processes.
• Familiarity with compliance governance and audit readiness.
• Proficient with HRIS and payroll-related systems.
• Strong communication with executives and stakeholders.

Responsibilities

• Coordinate recruitment administration and interview scheduling.
• Onboard and offboard staff including paperwork and system setup.
• Maintain employee records across HR and CRM systems.
• Track leave requests and support leave reporting.
• Prepare employment documents such as contracts and reference checks.
• Support back-end compliance and governance documentation and audits.
• Manage CEO/calendar and executive assistance tasks.
• Coordinate board meetings and governance communications.
• Maintain SharePoint for compliance documents.
• Publish social media posts and support recruitment campaigns.
• Coordinate quarterly all-staff meetings and intranet updates.
• Support marketing website updates and analytics.

Skills

Recruitment administration

Onboarding/offboarding

Employee records management

Leave administration

Documentation and contracts

Compliance governance

Executive and stakeholder coordination

Tools

Lumary Salesforce

Easy Employer

SharePoint

Canva

Vistaprint

WIX

Job description

HR Administration & Employee Lifecycle

• Support recruitment administration: forwarding enquiries to the relevant manager, coordinating interview scheduling, and documenting the interview process.

• Coordinate onboarding and offboarding administration, including new starter paperwork, system setup and exit documentation.

• Maintain accurate, up-to-date employee records (personal details, qualifications, training, contracts) across HR and CRM systems.

• Track leave requests and balances, and support leave-related queries and reporting.

• Prepare employment-related documentation such as contracts, certificates of employment and reference checks.

Compliance, Governance & NDIS Administration

• Support back-end compliance and governance across departments in alignment with NDIS auditing requirements, helping keep documents, policies, training/qualification records and consent forms current for staff and clients.

• Maintain compliance documentation and prepare files for audit readiness; review records to identify and close compliance gaps.

• Coordinate time-critical regulatory submissions and renewals (e.g. licences, exemptions, accreditations, annual rates exemptions) across all sites.

• Maintain SharePoint (or equivalent) so compliance and governance documents are current, correctly archived and easy to retrieve.

Payroll & Timesheet Support

• Support the finalisation of timesheets for a high-volume payroll cycle, sourced from Easy Employer, checking rostered versus worked hours and flagging discrepancies before pay run cut-off.

• Assist with processing new starters, terminations, leave and pay variations within the payroll system each cycle.

• Identify manual or repetitive payroll and administration processes and support automation initiatives to reduce errors and turnaround time.

Executive & Calendar Support

• Manage and coordinate the CEO/General Manager's calendar, including appointment bookings and rescheduling clashes or changes.

• Ensure public holidays, important dates and office birthdays are accurately maintained in the calendar.

• Provide general document assistance: checking, e-signing, filling and printing documents for review.

• Coordinate recurring operational orders (e.g. participant vouchers, new starter and participant pack merchandise) and track uniform stock and re-ordering across sites.

• Design and order branded stationery (business cards, cards, flyers) via Canva and Vistaprint.

Board & Governance Support

• Coordinate Quarterly Board Meeting Reports: reset SharePoint folders, follow up outstanding documents from the GM/CEO, Finance and People & Culture teams, format documents, create infographics, prepare final copies, and distribute to Board Members with meeting links.

• Manage Board Member communications: keep members informed of organisational events, meeting logistics, documents and relevant compliance matters.

• Assist with the Annual General Meeting (AGM): help organise the event, create the presentation of annual updates, and support Board Member nomination/renomination processes.

• Take, format and circulate minutes and action items following key meetings, including Management and Board meetings.

Meetings & Internal Communications

• Organise and run the Monthly Managers Meeting: prepare the agenda, share screen and run the meeting, record and take notes, and prepare final minutes for review.

• Coordinate the Quarterly all-staff meeting: create and operate the presentation and record the session.

• Maintain the intranet and internal communications, including events, in-house updates and good-news stories.

Systems & Data Integrity (Lumary Salesforce / Easy Employer)

• Maintain accurate staff and participant data across Lumary (Salesforce), ensuring records stay consistent with Easy Employer and other HR/compliance systems.

• Partner with People & Culture, rostering and finance teams to keep staff records, entitlements and roster configurations correct and current.

• Support testing and rollout of system upgrades or integrations across HR, compliance and payroll platforms.

Marketing, Website & Social Media

• Publish a minimum of three social media posts per week and support advertising campaigns for staff and client recruitment, including basic video/graphic creation, performance analysis and ad refinement.

• Maintain and update the website (content edits and updates), and support a planned broader website overhaul where relevant platform experience (e.g. WIX) exists.

• Collate data and help create the digital Annual Report for publication on the website.

Operations & Service Support

• Manage bookings for the organisation's flexible/day-service space: process required forms, manage room/space calendars, and ensure the website's booking function is maintained and promoted.

• Support project work as required, such as researching suppliers, comparing costs of services and goods, and helping establish processes for new services.

Communication & Stakeholder Support

• Respond to staff HR, compliance, payroll and executive-related queries clearly, professionally and within agreed timeframes.

• Liaise with People & Culture, Finance, Compliance, the Board and site managers across all regional sites.

• Communicate key deadlines (compliance renewals, pay run cut-offs, training expiries, Board dates) and proactively follow up outstanding items.

Continuous Improvement

• Identify and implement opportunities to streamline HR, compliance, payroll and administrative processes and reduce manual processing.

• Document processes and maintain up-to-date standard operating procedures (SOPs) for HR, compliance, payroll and executive administration tasks.