NDIS Administrative Assistant / All-Rounder (Brevity + Xero)

Remote Talent; Philippines; Remote; PHP 344,000 - 482,000; Full time

Job summary

Remote Talent is seeking an experienced NDIS Administrative Assistant / All-Rounder to own backend administration. You will manage Brevity CRM, rostering, compliance tracking, participant intake, and Xero bookkeeping synchronization for an Australian client operating in the NDIS space.

The role requires hands-on Brevity Care Software expertise, knowledge of Australian NDIS processes, and strong English communication.

Qualifications

• Hands-on Brevity Care Software experience required.
• Prior experience with Australian NDIS operations and rostering.
• Xero invoicing, timesheets, and basic bookkeeping knowledge.
• Excellent written and spoken English skills.
• High attention to data accuracy for invoicing and compliance.
• Self-motivated, autonomous, and able to work independently.
• Awareness of NDAs and Australian privacy principles.

Responsibilities

• Manage Brevity CRM and rostering to create accurate weekly schedules.
• Track compliance docs (WWCC, First Aid, CPR, licenses) and send renewal reminders.
• Process participant and staff onboarding; prepare service agreements and care details.
• Synchronise timesheets from Brevity to Xero and draft invoices for Plan Managers.

Skills

Brevity CRM navigation

NDIS operations knowledge

Xero bookkeeping

English proficiency

Detail-oriented

Autonomous work style

Data privacy

Tools

Brevity Care Software

Xero

Job description

Remote Talent is an Australian-based virtual assistant and offshore staffing agency that helps businesses scale with high-quality, reliable talent from the Philippines and beyond. We specialise in sourcing, training, and managing dedicated VAs across admin, customer support, finance, marketing, and industry-specific roles including NDIS, healthcare, property, and trades.

Role Description

The Client is an established and rapidly growing Australian NDIS (National Disability Insurance Scheme) provider supporting approximately 50 participants with a team of 13 to 15 support workers.

To support business expansion and free up operational bandwidth, the Client requires a dedicated, remote NDIS Administrative Assistant / All-Rounder. This role will take full ownership of back-end administration, including Brevity CRM software management, rostering, compliance tracking, participant intake processing, and Xero bookkeeping/timesheet synchronization.

The ideal candidate must possess hands-on, demonstrable experience with Brevity Care Software and Australian NDIS operations, allowing the Client to focus on high-level strategy, client relations, and participant onboarding.

Key Responsibilities

1. Brevity CRM & Rostering Coordination

• Maintain and coordinate weekly shift schedules for support workers within Brevity Care Software.
• Match support workers with participants based on participant needs and worker skill sets.
• Swiftly handle shift cancellations, modifications, and emergency coverage by contacting available backup support workers.
• Ensure all shift entries, participant notes, and roster updates are accurate in real time.

2. Compliance Tracking & Audit Readiness

• Track and monitor compliance documentation for all support workers, including Working with Children Checks (WWCC), First Aid certificates, CPR accreditations, and driver's licenses.
• Issue automated and direct reminders (via email, SMS, or call) to staff 30–60 days prior to document expiration.
• Maintain neatly organized electronic files ensuring the business remains 100% compliant and ready for NDIS quality audits.

3. Participant Intake & Support Worker Onboarding Admin

• Set up new participants and support workers in Brevity following initial consultation.
• Draft and process Schedules of Supports, Service Agreements, and participant care details from scanned or provided documentation.
• Assist with the administrative pipeline for onboarding new support workers, verifying identity documents and credentials.

4. Xero Bookkeeping, Invoicing & Payroll Sync

• Synchronize verified employee work hours and timesheets directly from Brevity into Xero Accounting.
• Generate and submit accurate invoices to Plan Managers (covering ~48 participants) and Self-Managed participants (~2 participants).
• Prepare draft payroll batches and invoice runs in Xero for the Client's final review and sign-off.
• Assist with weekly bank reconciliations and general bookkeeping tasks in Xero.
• Serve as the primary back-end liaison for shift shifts, schedule adjustments, and documentation queries.
• Maintain proactive communication with the Client regarding daily operations and task status.

Candidate Qualifications & Requirements

Essential Experience & Technical Skills

• Brevity CRM Expertise: Hands-on experience navigating and managing Brevity Care Software is mandatory.
• NDIS Industry Knowledge: Prior experience supporting Australian NDIS business operations, rostering, and compliance standards.
• Xero Proficiency: Demonstrated experience in Xero, specifically with timesheet synchronization, draft invoicing, and basic bookkeeping/reconciliations.
• English Proficiency: Exceptional verbal and written English skills with clear, confident communication.
• High Attention to Detail: Precise data entry capabilities for financial invoicing and compliance tracking.
• Self-Motivated & Autonomous: Ability to manage back-end administration independently following initial workflow orientation.
• Data Privacy Awareness: Strict adherence to confidentiality standards, non-disclosure agreements (NDAs), and Australian Privacy Principles.

Technical Infrastructure & Security Requirements

• Workstation Setup: High-speed internet connection, backup power source, and a secure PC/laptop.
• Security Software: Requirement to run client-approved Antivirus, Firewall, and VPN solutions.
• Compliance Checks: Successful clearance of a National Police Check and signature on a binding Non-Disclosure Agreement (NDA).