NDIS Compliance & Administration Specialist (Remote)

D2B; Manila; Remote; PHP 2,688,000 - 3,136,000; Full time

Job summary

D2B is seeking a detail-focused NDIS Compliance & Administrator to strengthen its audit readiness and maintain compliant records and systems. The role involves reviewing digital filing, tracking worker and NDIS compliance, and managing the incident reporting system and ShiftCare notes.

During the initial three months, the workload increases as the team prepares for an audit, focusing on identifying gaps and establishing organised processes. Thereafter, responsibilities grow with the business.

Qualifications

• Experience in NDIS administration or disability support administration.
• Hands-on ShiftCare experience.
• Understanding of NDIS documentation and compliance administration.
• Experience maintaining organised digital records and tracking expiry dates.
• Strong attention to detail and follow-through.
• Ability to identify gaps and escalate issues clearly.
• Good written and spoken English.
• Ability to handle confidential participant and worker information appropriately.
• Strong organisation skills and ability to manage multiple follow-up tasks independently.

Responsibilities

• Review current digital filing systems and recommend improvements.
• Organise participant, worker, training, incident and operational records so they are complete and easy to retrieve.
• Check records for missing, outdated or inconsistent information.
• Maintain document registers, expiry trackers and evidence required for audits.
• Identify compliance or documentation gaps and coordinate agreed actions.
• Keep a clear record of outstanding items and their progress.
• Maintain a worker compliance register and track required documents, clearances, qualifications, training and expiry dates.
• Follow up missing or expired worker documents and escalated overdue items.
• Track relevant NDIS compliance requirements and supporting evidence.
• Assist with maintaining current policies, procedures, forms and compliance records.
• Bring potential risks, overdue requirements and gaps to management’s attention.
• Use ShiftCare to review daily shift notes and related records.
• Check that notes are submitted and flag missing, incomplete or concerning entries.
• Maintain accurate participant and worker information in ShiftCare.
• Follow up on records requiring correction or additional detail.
• Escalate concerns about participant safety, service delivery or documentation to management.
• Maintain and monitor the company’s incident reporting system.
• Ensure incidents are recorded, organised and followed up in accordance with company procedures.
• Track investigation steps, actions, due dates and supporting documents.
• Identify missing information or overdue follow-up and notify management.
• Promptly elevate potential reportable incidents to management for assessment and any required action.
• Prepare and maintain participant intake documents and templates.
• Check that required intake information and supporting records have been received.
• Organise participant files and update relevant records in ShiftCare.
• Follow up missing information with the appropriate person, as directed.
• Maintain confidentiality when handling participant information.
• Assist with preparing and maintaining staff rosters in ShiftCare or the company’s chosen system.
• Coordinate roster changes, shift coverage and availability with workers and management.
• Check rosters for gaps or conflicts and raise them promptly.
• Communicate approved roster updates to relevant workers.
• Maintain accurate records of roster changes.
• Review administrative workflows and identify opportunities to make them more consistent and efficient.
• Create or update checklists, trackers and document templates.
• Maintain an action register for compliance gaps and outstanding tasks.
• Provide regular updates to management on audit readiness, worker compliance, incidents and documentation gaps.
• Follow agreed actions through to completion.

Skills

Attention to detail

English communication

Organisational skills

Tools

ShiftCare

Microsoft 365

Google Workspace

Spreadsheets

Document management systems

Job description

D2B is seeking a detail-focused NDIS Compliance & Administrator to strengthen its audit readiness and maintain compliant records and systems. The role involves reviewing digital filing, tracking worker and NDIS compliance, and managing the incident reporting system and ShiftCare notes.

During the initial three months, the workload increases as the team prepares for an audit, focusing on identifying gaps and establishing organised processes. Thereafter, responsibilities grow with the business.