Administration Officer
Northern Disability Services SA is seeking an Administration Officer to join our team in Para Hills. This is a casual, onsite position.
The Administration Officer will provide comprehensive administrative support across the organisation, ensuring the efficient operation of office systems, workforce administration, participant administration, compliance processes, and financial administration. This role is integral to maintaining accurate records, supporting NDIS compliance, and delivering exceptional customer service to participants, families, staff, and external stakeholders.
Key Responsibilities:
- General Administration:
- Provide reception services including managing telephone calls, responding to emails, and greeting visitors.
- Manage correspondence, filing systems, and document control (both physical and digital).
- Perform data entry and maintain organisational databases and CRM systems.
- Prepare correspondence, reports, forms, and meeting documents.
- Coordinate incoming and outgoing mail and deliveries.
- Manage office supplies, inventory, and general office resources.
- Assist with scheduling meetings and appointments.
- Human Resources Administration:
- Process employee onboarding documentation.
- Maintain accurate participant and employee records, ensuring confidentiality.
- Assist with recruitment administration, including interview scheduling and reference documentation.
- Collect and process timesheets and leave requests.
- Monitor staff compliance documentation, including NDIS Worker Screening Checks, National Police Checks, Working with Children Checks, First Aid and CPR certifications, and mandatory training records.
- Support employee induction processes.
- Compliance Administration:
- Maintain compliance registers and training records.
- Assist with preparing documentation for internal and external audits.
- Update policy acknowledgement records.
- Monitor and follow up with Disability Support Workers to ensure shift notes are completed accurately and submitted on time.
- Maintain incident, complaint, and risk management registers.
- Monitor expiry dates for staff certifications and compliance requirements.
- Ensure organisational records remain accurate and audit ready.
- Participant Administration:
- Process participant intake documentation.
- Prepare and maintain Service Agreements and consent forms.
- Update participant records within the CRM system.
- Coordinate appointments and service scheduling.
- Maintain confidential participant files in accordance with privacy legislation.
- Provide administrative support to the Client Services team.
- Financial Administration:
- Assist with invoice processing.
- Support payroll administration through accurate data entry.
- Assist with the preparation of NDIS claims and supporting documentation.
- Maintain financial administration records.
- Liaise with finance personnel regarding documentation and payment queries.
- Communication and Customer Service:
- Deliver professional customer service to participants, families, staff, and external providers.
- Respond promptly to enquiries and direct requests to the appropriate department.
- Maintain confidentiality and professionalism at all times.
Key Selection Criteria:
- Essential:
- Certificate III or IV in Business Administration, Business, or equivalent experience.
- Previous experience in an administrative role.
- Strong organisational and time management skills.
- Excellent written and verbal communication skills.
- High level of accuracy and attention to detail.
- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
- Ability to maintain confidentiality and manage sensitive information.
- Ability to prioritise competing tasks in a fast-paced environment.
- Experience working within the NDIS, disability, aged care, or community services sector.
- Strong customer service skills.
- Desirable:
- Experience using CRM systems, rostering software, and payroll systems.
- Knowledge of the NDIS Practice Standards and Quality Indicators.
- Understanding of SCHADS Award requirements.
Mandatory Requirements:
- Current National Police Check.
- NDIS Worker Screening Clearance.
- Working with Children Check.
- Current First Aid and CPR Certificate.
- Current Driver's Licence.
- Right to work in Australia.
Key Competencies:
- Organization and planning
- Attention to detail
- Problem solving
- Communication and interpersonal skills
- Teamwork and collaboration
- Adaptability
- Professionalism
- Confidentiality and integrity
- Customer focus
Key Performance Indicators (KPIs):
- Administrative tasks completed accurately and within required timeframes.
- Employee and participant records maintained with 100% accuracy.
- Compliance registers kept current and audit ready.
- Timesheets and payroll information submitted by required deadlines.
- Participant documentation processed within organisational timeframes.
- Positive feedback from staff, participants, and stakeholders.
- Compliance with organisational policies, NDIS Practice Standards, and privacy legislation.
Working Relationships:
- Internal: Executive Directors, Administration Manager, HR, Workforce, Compliance & Executive Coordinator, Operations & Accommodation Manager, Client Services Manager, Team Leaders, Support Coordinators, Disability Support Workers.
- External: Participants and families, NDIS representatives.
Application Instructions: To apply, please submit your application as per the instructions provided.