NDIS Operations & Administration Lead

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TYPE OF WORK

Full Time

SALARY

$5-$8/hr USD

HOURS PER WEEK

30

DATE UPDATED

Aug 4, 2026

JOB OVERVIEW

30 hours per week | Help us build one of Australia's leading boutique NDIS providers.

Embodied Support Collective (ESC) is a growing Australian NDIS provider supporting people living with psychosocial disability, complex trauma and other complex support needs. We're building a business centred around exceptional participant experiences, strong systems and a positive team culture.

We're looking for an experienced Operations & Administration Leader to become our NDIS expert and help shape the future of our organisation. This is not a standard Virtual Assistant role.You'll work directly with the Directors and support our growing team by bringing your NDIS knowledge, improving our systems and ensuring our operations remain organised, compliant and efficient.

About the Role
You will become our primary operational and NDIS administration specialist. You'll work closely with our People & Coordination Lead, who manages the day-to-day coordination of participants and support workers. Your role is to ensure our systems, documentation and administrative processes are accurate, efficient and scalable. You'll also provide guidance to our team, who are still developing their NDIS operational knowledge.

Key Responsibilities
NDIS Operations & Administration
Prepare Service Agreements
Participant onboarding documentation
Consent forms
Intake documentation
Maintain participant records
NDIS invoicing
Budget monitoring
Liaise with Plan Managers
Liaise with Support Coordinators
Maintain participant administration
Assist with service bookings and funding administration

Operations & Continuous Improvement
Review and improve business processes
Create and maintain SOPs
Improve workflows
Optimise operational systems
Improve documentation
Standardise processes
Recommend efficiencies and improvements

Compliance & Quality
Maintain compliance registers
Review policies and procedures
Support audit preparation
Support registration preparation 

Quality assurance
Ensure documentation remains current and compliant
Recruitment & HR Administration
Prepare contractor agreements
Recruitment administration
Staff onboarding documentation
Maintain staff records
Assist with onboarding processes

Business Administration
Schedule meetings
Documentation formatting
Google Drive organisation
Internal reporting
General executive administration

Marketing Support
Prepare and distribute newsletters
Schedule social media posts
Coordinate marketing campaigns
Assist with website updates
Support promotional activities

Essential Requirements
NDIS experience is mandatory. To be successful in this role, you must have previous experience working within an Australian NDIS provider. You should already understand:
NDIS terminology, Participant onboarding, Service Agreements, Plan Managers, Support Coordinators, NDIS invoicing, Funding administration, NDIS compliance, Participant documentation, Operational processes within an NDIS provider.

As you'll be supporting a team that is still developing their NDIS operational knowledge, we're looking for someone who can confidently share their experience, identify opportunities for improvement and help build efficient systems as our business grows.

We'd Love Someone Who Has Experience With:
Astalty (highly regarded)
Xero (desirable)
Google Workspace
Microsoft Office
Asana or similar project management software
Canva (desirable)
AI tools such as ChatGPT

About YouYou are someone who:
Loves creating organised systems. Has excellent attention to detail. Enjoys improving processes. Takes initiative. Thinks proactively. Communicates professionally in English. Can confidently support and guide others. Is organised, reliable and dependable. Enjoys working as part of a collaborative team.

Why Join ESC? We're not looking for someone to simply complete tasks. We're looking for someone who wants to help build a business. You'll have the opportunity to work directly with the directors, be a valued member of a supportive and collaborative team, help shape the operational systems of a growing organisation, contribute ideas and continuous improvements, grow your role as the business grows and make a meaningful difference to the lives of people living with disability.

To Apply - Please include:
Your resume.
A brief cover letter or email outlining your NDIS experience.
Which Australian NDIS providers you have worked for.
The software you've used (e.g. Astalty, ShiftCare, Brevity, Xero, Asana, etc.).
Your expected hourly rate (AUD).

Applications without previous Australian NDIS experience will not be considered.

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