Job Description

The primary objective of the Accounts & Administration Officer (NDIS) is to provide reliable accounts, administration, and day-to-day operational support for an NDIS provider.

The role will be responsible for supporting invoicing, payroll, reconciliations, participant administration, scheduling, communications, and general office operations. The successful candidate will work closely with the business owner and field team to ensure financial and administrative processes are completed accurately, efficiently, and on time.

The role is approximately 20–30% accounts and 70–80% general administration and operational support.

Accounts & Bookkeeping

• Prepare and issue weekly NDIS invoices using ShiftCare and Xero.
• Process fortnightly payroll in Xero, including pay runs and payslips.
• Perform regular bank reconciliations and reconcile participant accounts.
• Monitor accounts receivable and outstanding invoices.
• Follow up overdue payments professionally and maintain accurate collection records.
• Enter and code supplier bills and other accounts payable transactions.
• Prepare payment runs for approval.
• Review financial transactions and identify discrepancies or inconsistencies.
• Prepare basic monthly financial reports for the accountant or tax agent, including P&L and AR/AP summaries.
• Maintain accurate financial records in accordance with NDIS requirements, price guides, and relevant service codes.
• Liaise with the accountant or tax agent as required.
• Ensure billing and participant information is accurately recorded across ShiftCare and Xero.

General Administration

• Answer phone calls and manage general enquiries from participants, families, support workers, and other service providers.
• Monitor and manage email inboxes, respond to routine enquiries, and escalate matters when required.
• Schedule support worker jobs, appointments, and shifts using ShiftCare or similar scheduling platforms.
• Update participant information, service details, documentation, and care notes in relevant systems.
• Maintain accurate and organised participant records, including NDIS plans, service agreements, forms, and supporting documentation.
• Perform data entry and maintain electronic files and document management systems.
• Coordinate with support workers and the field team regarding staff availability, sick leave, shift changes, and cancellations.
• Inform participants and families of relevant schedule changes.
• Reassign shifts where appropriate and coordinate with available support workers.
• Liaise with suppliers and external service providers regarding general office and operational requirements.
• Assist with preparing quotes, service agreements, forms, and general correspondence.
• Provide general administrative and operational support to the business owner and team as required.

Participant & Service Administration

• Assist with onboarding new participants and ensuring all required documentation is completed.
• Maintain accurate and up-to-date participant records.
• Coordinate information between participants, families, support workers, and the internal team.
• Ensure participant and service information is accurately reflected across relevant systems.
• Support the team in maintaining accurate records for billing, scheduling, and service delivery.
• Respond to participant and family enquiries professionally, respectfully, and empathetically.
• Maintain confidentiality when handling participant, financial, and business information.

Systems & Process Improvement

• Use Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint, for daily administrative activities.
• Maintain organised and accurate digital files and documentation.
• Identify opportunities to improve administrative, billing, scheduling, and communication processes.
• Assist in developing and maintaining standard operating procedures (SOPs).
• Recommend practical improvements to streamline workflows and reduce administrative errors.
• Support the implementation of improved systems and processes across the business.
• Ensure information is accurately recorded and updated across ShiftCare, Xero, and other relevant systems.

Skills & Experience

Essential

• Minimum 3 years of experience in accounts administration, bookkeeping, office administration, or a similar role.
• Hands-on experience using Xero, particularly for payroll, invoicing, and bank reconciliation.
• Strong Microsoft 365 skills, particularly Excel, Outlook, and Word. Teams and SharePoint experience is advantageous.
• Strong attention to detail and accuracy when handling financial and participant information.
• Excellent written and verbal English communication skills, with the ability to communicate professionally with Australian clients and participants.
• Strong organisational and time-management skills with the ability to manage multiple priorities and deadlines.
• Experience working in a service-based business, preferably healthcare, disability, aged care, community services, or a similar environment.
• Ability to work independently and take ownership of tasks.
• Ability to work Perth business hours.

Desirable

• Previous experience working with an NDIS provider.
• Experience using ShiftCare or a similar scheduling/care management platform.
• Previous experience with Australian bookkeeping and payroll.
• Knowledge of NDIS invoicing, pricing, service codes, or compliance requirements.
• Experience working with participants, families, support workers, or healthcare/service providers.
• Experience with accounts receivable and accounts payable processes.
• Experience preparing reports for Australian accountants or tax agents.

Qualifications

• Secondary education required.
• Certificate IV in Bookkeeping, Accounting, Business Administration, or a related field is preferred but not essential.
• Relevant bookkeeping, accounting, or administration certifications are advantageous.

Shore Xtra Perks

• Attendance Bonus – Earn up to ₱5,000 every pay run for perfect attendance
• Fixed Weekends Off (Saturday & Sunday) for work-life balance
• Unlimited Barista Coffee during shifts
• Free Parking & Shuttle Service
• Premium Game Lounge for relaxation and recreation
• Social Passion Clubs (Photography, Dance, Fitness, Book, Music)
• Monthly Team Events with prizes and rewards
• Referral Incentives for successful candidate referrals
• Statutory Benefits: Maternity, Paternity, Solo Parent Leave, Magna Carta for Women, OT Pay, and Premium Pays