General NDIS Virtual Assistant

General NDIS Admin Virtual Assistant

About the Job

We are looking for a highly organised, detail-oriented, and proactive NDIS Virtual Assistant to provide comprehensive administrative and operational support. This is an all-around administrative role supporting multiple business functions, including executive administration, participant records, workforce compliance, incident documentation, timesheets, payroll preparation, NDIS claims, invoicing, and general operations. The ideal candidate has hands‑on experience supporting an Australian NDIS provider and understands the importance of accurate documentation, confidentiality, compliance, and timely follow‑ups in a regulated care environment. You will work closely with management and internal teams to ensure that administrative processes run smoothly, records remain organised and audit‑ready, and important tasks are completed within agreed deadlines.

Key Responsibilities:

• Monitor and manage shared inboxes, respond to routine enquiries, and escal… urgent or sensitive matters to the appropriate team members.
• Manage calendars, schedule meetings, send invitations, and coordinate appointments.
• Prepare meeting agendas, document minutes, and track action items from team meetings and operational reviews.
• Draft, format, and proofread emails, letters, reports, templates, and internal communications.
• Maintain task boards, request trackers, and project workflows in Monday.
• Prepare daily progress updates and weekly summaries for management.
• Monitor outstanding tasks and proactively follow up with relevant team members to ensure timely completion.
• Prepare participant intake forms, onboarding packs, consent forms, and other required documentation for new referrals.
• Prepare service agreements and quotes using PandaDoc, JotForm, or other designated systems for management review and approval.
• Upload, organize, and maintain participant records in SharePoint according to the approved folder structure.
• Monitor participant plan dates, service agreement expiry dates, and funding updates.
• Coordinate appointments and administrative communications with participants, families, guardians, and support coordinators.
• Review participant files regularly to identify missing documents, incomplete information, and upcoming deadlines.
• Maintain accurate, up‑to‑date, and audit‑ready participant records.
• Assist with recruitment administration, including posting job advertisements, scheduling interviews, and preparing onboarding documents.
• Collect and check worker documentation, including tax file number, declarations, superannuation choice forms, employment contracts, and references.
• Verify and monitor NDIS Worker Screening Checks and Working With Children Checks, as applicable.
• Maintain the workforce compliance register for screening checks, First Aid and CPR certificates, training records, and competency documentation.
• Track document expiry dates and send reminders to workers at least 30 days before expiration.
• Coordinate shift confirmations and update staff availability in collaboration with the rostering team.
• Ensure worker onboarding files are complete before the worker's first shift.
• Flag missing, expired, or non‑compliant documentation to the appropriate manager before roster allocation.
• Record incident reports in the Incident Register within 24 hours of receipt.
• Follow up with support workers and relevant personnel to obtain missing or incomplete incident information.
• Update the Risk Register and Continuous Improvement Register as instructed by management.
• Record complaints, feedback, and relevant correspondence in the appropriate registers.
• Track corrective actions, follow‑up tasks, responsible persons, and due dates.
• Send reminders to action owners and escalates overdue or unresolved items.
• Prepare supporting documentation and evidence packs for NDIS Commission reporting when directed by management.
• Maintain accurate records to support internal reviews, compliance monitoring, and audits.
• Review support worker timesheets in Deputy against approved rosters, shift records, and progress notes.
• Identify discrepancies, missing shift notes, incomplete records, and timesheet errors before each payroll run.
• Follow up with support workers and relevant team members to resolve discrepancies.
• Prepare accurate timesheet reports for review and payroll approval by the Finance Team.
• Prepare NDIS claims and invoices for plan managers and self‑managed participants, or process them through PRODA/PACE as directed.
• Monitor claim submissions and follow up on rejected claims, outstanding payments, and unpaid invoices.
• Review supplier, contractor, and a