HR, Compliance & Operations Officer - NDIS & Disability Services

Outsourcedstaff; Philippines; On-site; PHP 2,902,000 - 4,018,000; Full time

Job summary

Outsourcedstaff partners with a Western Australian disability services provider to recruit and support a robust HR and administration function. This role blends HR administration, NDIS-aligned compliance, payroll support and executive assistance for the CEO/GM and the Board.

You will manage onboarding, offboarding, records, and reporting across multiple sites, maintain governance documents, coordinate meetings, and support marketing and communications activities as required.

Qualifications

• Experience in HR administration and payroll support.
• Strong understanding of compliance and governance requirements.
• Excellent attention to detail and discretion when handling confidential information.
• Ability to coordinate multiple stakeholders across sites and functions.

Responsibilities

• HR administration across the employee lifecycle: onboarding/offboarding, records, contracts.
• NDIS-compliant governance supporting audits and regulatory submissions.
• Payroll support for high-volume cycles and roster validation.
• Executive assistance to CEO/GM and Board coordination.
• Meetings management and internal communications support.
• System data integrity across Lumary Salesforce, Easy Employer and SharePoint.

Job description

About the Client

Our client is a non-profit, NDIS-registered disability support provider delivering services that promote independence, celebrate diversity and enrich communities across regional Western Australia. The organisation's services span disability support (transport, in-home care, respite and wellbeing), community programs (employment pathways, community events and parenting programs) and support coordination, guided by values of reliability, consistency, trust, respect, proactiveness and inclusiveness.

Primary Purpose

This is a combined role bringing together HR administration, NDIS-aligned compliance and governance, and executive and organisation-wide administrative support. The role provides essential HR administration and compliance support across the employee lifecycle and regulatory documentation, carries a secondary payroll responsibility for a high-volume frontline payroll cycle, and also delivers high-quality executive support to the CEO/General Manager alongside Board coordination, meetings support, and broader marketing, communications and operations administration. The role requires exceptional attention to detail, strong comprehension and correct application of policies and compliance requirements, discretion with confidential information, and clear, confident communication with staff, managers and the Board.

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.

• HR Administration Accuracy & Timeliness: Onboarding/offboarding, leave and employee record tasks are completed accurately and on time.
• Compliance Currency: Compliance documentation, training/qualification records, consent forms and regulatory submissions (e.g. rates exemptions) are kept current, with no lapses flagged in NDIS-aligned reviews.
• Payroll Support Accuracy: Timesheets are finalised accurately and on time each cycle, with no payroll errors attributable to administrative processing.
• Board & Compliance Reporting Timeliness: Quarterly board packs are collated, formatted and distributed to Board Members with sufficient lead time ahead of each meeting.
• Calendar & Admin Accuracy: The