[Hiring] Administration Assistant @Outsourced Staff

Role Description

This is a hands-on administration role centred on payroll preparation, finance administration, rostering support and compliance documentation. You will work in Xero, the client's rostering system (ShiftCare) and a custom-built CRM, follow documented processes exactly, and prepare work for review and approval by the Operations and Administration Manager. The role does not approve payments or pay runs. It prepares, checks and flags. It also prepares standard documents and contracts from approved templates and maintains the policy and procedure register, without changing template terms or policy content.

The role suits a careful, procedure-driven administrator with solid Australian payroll and Xero experience, who reports anomalies instead of correcting them silently, and who handles personal and confidential information with care. Attention to detail is the top priority, along with a teachable, collaborative approach to learning the client's way of working. A healthcare or nursing background is not required; a background in bookkeeping, information management or program administration is what matters, and NDIS awareness is favourable.

The final task list will be confirmed with the client through a task transfer exercise, and the role will grow as processes are documented and handed over, with additional tasks within the scope of the role (for example, preparing staff training documents) added over time.

In practice, shift adjustments, roster changes and CRM administration are expected to take more daily time than payroll itself. Payroll, billing and invoicing form a concentrated block of work in each pay cycle (indicatively around one working day), alongside roughly an hour a day of ongoing bookkeeping and an hour a day of shift management. These are indicative estimates, to be confirmed in the task transfer. Training will be provided through guided walkthroughs by the Operations and Administration Manager.

Qualifications

• Australian award payroll preparation in Xero: 2+ years, including bank reconciliation and coding.
• Reports anomalies rather than correcting them silently.
• Clear, polite written English, including emails and online messages to staff.
• Privacy and data security, including willingness to provide an NBI clearance.
• Reliable internet, a secure workspace and full overlap with Adelaide business hours (9:00 am to 5:00 pm ACST/ACDT).

Requirements

• Knowledge of the SCHADS Award (Social, Community, Home Care and Disability Services), including broken shifts, minimum engagement and sleepovers.
• Experience with the NDIS, including NDIS billing (rates, line items and billing systems), or with Australian disability, aged care or community services.
• Familiarity with the NDIS provider portals (PRODA and PACE).
• Rostering or scheduling software experience (ShiftCare preferred, Deputy, Employment Hero or similar acceptable).
• Teachable and adaptable: willing to learn the client's way of working, comfortable sharing ideas, able to adapt to a custom-built CRM, and works exactly to documented processes with clear records of what was done.

Benefits

• Remote, home based, full-time (40 hours per week), Monday to Friday.
• Working hours must overlap with Adelaide business hours (9:00 am to 5:00 pm ACST/ACDT).
• Reliable internet and a private, secure workspace required.
• Computer literacy and comfort learning new systems are required for daily work.

How to Apply

Please submit a CV along with a short cover note outlining your years of hands-on Xero experience with Australian businesses, your Australian award payroll experience (including any award, such as the SCHADS Award, you have worked with), any NDIS billing experience, your willingness to provide an NBI clearance, the rostering software you have used, and your availability for full overlap with Adelaide business hours. Shortlisted candidates will be contacted to progress to the next stage of the process, which includes a written assessment, a phone screen and a recorded video interview.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.