VA with extensive Rostering & Scheduling Experience

NDIS / SCHADS Award (Remote)
38 Hours/Week | Monday–Friday | 9:00am–5:00pm AEST (Brisbane Time) | Start ASAP | Long-Term Role
NDIS Registered Provider | Rostering, Scheduling, Compliance, Quality & Admin Support | Daily team check-in & support

We are an Australian NDIS Registered Provider seeking a highly skilled and experienced Rostering & Scheduling Officer (Virtual Assistant) to take ownership of our rostering end-to-end and ensure our workforce scheduling is accurate, compliant, and audit-ready at all times. Rostering is the heart of this role — every shift must be built correctly, costed correctly, and staffed by the right person under the right conditions.
This is NOT an entry-level VA role, and it is NOT a trainee position. We will only consider applicants who already have proven, real-world rostering experience under the SCHADS Award, ideally within an NDIS, disability, aged care, or community services setting. If you have built and managed complex rosters across full-time, permanent part-time, and casual staff — and you understand how the Award drives pay, penalties, and shift rules — we want to hear from you.
You will also support our compliance and audit systems, maintain our quality registers, and provide day-to-day administrative support to the leadership team. This is a long-term, full-time role with genuine responsibility and daily support from our team.
The Most Important Requirement — Rostering & the SCHADS Award
You must be highly competent and fully compliant in rostering across all employment types, and you must correctly apply the SCHADS Award (the Social, Community, Home Care and Disability Services Industry Award). This is the single most important capability for this role.
You must be able to roster, with confidence:
• Full-time staff — ordinary hours, rosters, and entitlements
• Permanent part-time staff — guaranteed/contracted hours, agreed patterns, and variations
• Casual staff — casual loading, minimum engagements, and correct casual conditions
You must correctly understand and apply the SCHADS Award, including:
• Ordinary hours of work, spread of hours, and rostering rules
• Broken shifts and the rules and allowances that apply to them
• Minimum engagement / minimum payment periods for each employment type
• Penalty rates — evenings, weekends, and public holidays
• Overtime, time off in lieu, and excess-hours rules
• Sleepovers and active/inactive overnight rules
• Allowances (e.g. travel/kilometer, on-call, first aid, and other relevant allowances)
• Breaks between shifts and correct rest-period rules
Getting rosters right the first time — accurately, compliantly, and cost-effectively — is central to this role.
Position Overview
As our Rostering & Scheduling Officer (VA), you will be responsible for:
• Building, maintaining, and adjusting accurate staff rosters in line with the SCHADS Award and client needs
• Correctly rostering full-time, permanent part-time, and casual staff, applying the right pay rules, penalties, breaks, and minimum engagements
• Managing shift changes, cancellations, leave, and coverage gaps quickly and accurately
• Matching staff to shifts based on qualifications, availability, location, and compliance status
• Reconciling rosters against timesheets and flagging discrepancies before they reach payroll
• Maintaining and updating compliance systems and keeping the organisation audit-ready
• Supporting internal and external audits (certification and surveillance)
• Managing compliance registers, quality documentation, and evidence folders
• Providing office administration support to the leadership team as required
• Working confidently in Excel to track rosters, compliance, actions, and reporting
Key Responsibilities
1. Rostering & Scheduling (Primary Responsibility)
• Prepare and maintain accurate weekly rosters across full-time, permanent part-time, and casual staff
• Apply SCHADS Award conditions correctly on every shift — ordinary hours, shift and broken-shift rules, penalties, overtime, sleepovers, allowances, and minimum engagements
• Manage last-minute changes, call-offs, sick leave, and shift coverage with minimal disruption to clients
• Track and maintain staff availability, leave, and unavailability, and roster around it
• Ensure only compliant, appropriately qualified, and screened staff are rostered to each shift
• Balance client needs, continuity of care, staff preferences, and cost when building rosters
• Reconcile rosters against timesheets and flag any discrepancies, overpayments, or underpayments
• Maintain clear rostering records and prepare weekly rostering summaries for leadership
2. NDIS Compliance Management
• Maintain ongoing compliance aligned to the NDIS Practice Standards and Quality Indicators
• Ensure documentation meets NDIS compliance expectations for quality, structure, and accuracy
• Maintain compliance schedules, audit checklists, and evidence folders
• Monitor compliance obligations and ensure deadlines are met
• Track progress and report risks, gaps, and improvement opportunities
3. Audit Preparation & Audit Support
• Support audit readiness and ensure the organisation is prepared at all times
• Create, maintain, and organise audit evidence packs
• Gather, structure, and label evidence according to the relevant NDIS standards
• Assist during audits by preparing documentation and responding to evidence requests
• Maintain internal audit processes and follow up on corrective actions
4. Policies, Procedures & Document Control
• Maintain and update policies and procedures with strong version control
• Ensure review dates and approval workflows are followed
• Maintain a structured quality management system (QMS-style documentation)
• Apply proper naming conventions, formatting, and folder organisation
• Ensure all documentation is consistent, professional, and audit-ready
5. I ---------- , Complaints, Risk & Continuous Improvement (CQI)
Maintain and update registers, including:
• I ---------- register / reportable i ----------
• Complaints register
• Feedback register
• Risk register
• Corrective actions register
• Continuous improvement register
• Training & compliance register
• Ensure records are complete, accurate, and include follow-up evidence
• Track trends and assist with compliance reporting
6. Workforce Compliance & Training Registers
• Track staff compliance requirements (e.g. screening, training, onboarding evidence)
• Follow up missing compliance items from staff
• Maintain evidence folders for staff training and compliance documentation
• Support onboarding compliance processes and documentation
7. Office Administration (Additional Duties)
• Email follow-ups and basic inbox management
• Scheduling meetings and compliance check-ins
• Document formatting and creating templates
• File management (Google Drive / SharePoint-style systems)
• Data entry and roster/compliance tracker updates
• Preparing weekly rostering and compliance summaries and reports
• Supporting the leadership team with admin tasks as needed
Essential Skills & Experience (NON-NEGOTIABLE)
Only apply if you meet ALL of the requirements below:
• Proven rostering experience across full-time, permanent part-time, and casual staff (required)
• Strong, demonstrated working knowledge of the SCHADS Award (required)
• Experience rostering in an NDIS, disability, aged care, or community services setting
• Strong knowledge of the NDIS Practice Standards & Quality Indicators
• Experience supporting audit preparation (certification / surveillance / internal audits)
• Strong document control and compliance systems management skills
• High-level Excel skills (registers, tracking, reports, formulas, filters)
• Excellent written English and professional documentation ability
• Extremely high attention to detail and accuracy
• Ability to work independently and meet deadlines
• Ability to work full-time 9:00am–5:00pm AEST, Monday to Friday
• Must be available to start ASAP
Important: Applications without clear rostering + SCHADS Award experience will not be considered.
Excel Requirements
You must be confident using Excel for:
• Rostering, compliance registers, and trackers
• Filtering, sorting, and formatting registers and rosters
• Data validation and building reusable templates
• Formulas — IF, COUNTIF, SUMIFS, VLOOKUP / XLOOKUP
• Weekly reporting, roster reconciliation, and audit tracking dashboards
Selection & Interview Process
This role is offered on merit, not on résumé claims alone. As part of the interview, shortlisted candidates will complete a practical demonstration designed to show your real ability to problem-solve and to build a complex rostering system from scratch. We want to see how you actually think and work — not just what you say you can do.
You should expect to:
• Work through a real-world rostering scenario and explain your reasoning
• Build a complex roster that correctly applies SCHADS Award rules across full-time, permanent part-time, and casual staff
• Demonstrate how you handle changes, gaps, coverage, and compliance within your system
• Show your Excel/systems skills in setting up trackers, formulas, and logic
If you cannot demonstrate this practically, please do not apply.
Work Requirements
• Reliable internet and a professional work-from-home setup and laptop
• Comfortable handling confidential and sensitive information
• Available for AEST meetings and daily work hours
• Able to follow Australian compliance expectations and professional standards
To Apply
Please include the following:
1. Your CV — clearly showing your rostering and NDIS/compliance experience
2. A short cover letter answering:
? Your rostering experience across full-time, permanent part-time, and casual staff
? Your experience applying the SCHADS Award (please give a specific example)
? Which rostering systems / software you have used
? Your NDIS compliance/auditing experience and which Practice Standards you have worked with
? Confirmation you can work 9:00am–5:00pm AEST, Monday–Friday (38 hours/week)
3. (Optional but preferred) an example of a roster you have built, a compliance register you have maintained, or an audit checklist/evidence pack you have created
We are hiring ASAP — but only qualified, experienced candidates should apply.