Job Title

Job Description: The NDIS Administration Manager is responsible for overseeing the administrative operations and participant intake processes within the NDIS team. You will serve as the primary point of contact for external stakeholders and participants, while also managing the intake process. Additionally, the role involves managing the collection and dissemination of Behaviour Support plans and reports, assisting the NDIS Manager with accounts payable and receivable tasks, managing participant intake, and booking participants in alignment with their funding allowance. This role includes managing a small team of casual staff members, ensuring their workflow is efficiently organised and prioritised using Trello for task management and data input. The ideal candidate will possess strong leadership, organisational skills, and a solid understanding of the NDIS system, including the ability to interpret NDIS plans, calculate required funding, and assess the number of appointments based on available funding. Key Responsibilities: Team Management & Workflow Oversight: Supervise and support a small team of casual employees. Allocate and prioritise daily tasks to ensure efficiency and team productivity. Manage team workflow by using Trello for task tracking, data input, and project management. Monitor and provide guidance on task progress, ensuring deadlines are met and quality standards are maintained. Provide ongoing feedback and support to casual team members to ensure professional development and efficient work practices. Administrative Operations: Assist with the administrative aspects of the NDIS process, including participant intake and case oversight to ensure the plans are fully implemented and monitored. Manage the end-to-end process of participant intake (as the first point of contact), from initial contact through to enrolment, ensuring all required information is collected and processed. Maintain and update records in Trello to ensure that team members can easily access and update relevant participant data and tasks. Support in organising and processing documentation for participants, ensuring compliance with NDIS regulations. Work closely with team members to ensure that all relevant NDIS documentation and participant data is accurate, up to date, and securely stored. Collaboration and Communication: Foster open and transparent communication within the team to ensure all members are informed of updates, changes, and priorities. Collaborate effectively with internal stakeholders, such as the NDIS Manager and Director, to align team goals and objectives. Collaborate effectively with key stakeholders, participants and supports regarding service provision. Maintain professionalism and confidentiality in dealing with sensitive participant information and documentation. Report Monitoring: Manage the completion of Behaviour Support Plans ensuring deadlines are met and all required information is up to date and accurate. Oversee the completion, storage, and distribution of Support Plans, Risk Assessments, Quarterly Reports, and End of Plan reports, ensuring they are completed on time. Ensure timely distribution of reports to relevant team members, stakeholders, and external partners. Work with the clinicians to track and follow up on any updates or revisions to Behaviour Support Plans. Support clinicians with bulk report reminders and follow up with stakeholders/participants at the end of the plan. Financial Administration Support: Assist the NDIS Manager with accounts payable and receivable tasks, ensuring accuracy and timely processing of invoices, payments, and receipts. Help monitor and reconcile financial transactions related to NDIS participant services, maintaining proper records for auditing purposes. NDIS Plan Interpretation, Funding Management and Appointment Bookings: Read and interpret NDIS plans to understand the specific requirements and funding allocations for each participant. Work out required funding for services and appointments, ensuring that the number of sessions aligns with the allocated budget and participant needs. Calculate the number of appointments needed per participant based on available funding and NDIS plan guidelines. Communicate with the NDIS team, clinicians and participants to ensure services are delivered in line with allocated funding and plan specifications. Participant Bookings and Funding Alignment: Responsible for managing participant bookings, ensuring they are aligned with the allocated funding allowance in the participant''s NDIS plan. Schedule appointments and sessions based on the participants funding limits, ensuring that services are provided within the approved funding range. Work closely with NDIS Manager, participants and service providers to ensure appointments are booked efficiently and in line with their funding allocation. Continuous Improvement: Identify areas for process improvement within the team and administrative workflows. Proactively suggest and implement improvements to enhance team efficiency and service delivery. Stay updated on NDIS-related changes and trends to ensure the team operates in compliance with relevant standards and practices. Skills & Qualifications: Essential: Strong experience with Microsoft Office suite of programs and Trello or similar task management tools. Experience with Xero or similar accounting software. Experience using an electronic Client Management System (e.g. Zanda). Proven ability to manage a small team, providing direction, support, and feedback. Excellent organisational and time-management skills. Attention to detail and a high degree of accuracy in data entry and task tracking. Strong communication skills, both written and verbal, with the ability to engage with a remote team. Ability to work autonomously and collaboratively in a remote environment. Understanding of the NDIS system and an ability to manage confidential participant information. Strong problem-solving skills and the ability to handle complex administrative tasks. Desirable: Previous experience working within the NDIS sector or a similar administrative role. Ability to read and interpret NDIS plans and calculate required funding for services and appointments based on participant needs. Ability to manage the participant intake process, ensuring all documentation is collected, completed, and compliant with NDIS guidelines. Experience managing participant bookings in alignment with NDIS funding allocations. Knowledge of NDIS compliance and documentation requirements. Previous experience using Trello for task and workflow management. Personal Attributes: Highly organised and proactive with the ability to multi-task and prioritise effectively. Strong attention to detail and a commitment to quality. Ability to lead and motivate a small team, fostering a positive and collaborative work environment. Professionalism in handling sensitive information and maintaining confidentiality. Flexibility and adaptability to manage different administrative tasks across various areas of the business. This Position Description is intended to outline the general duties and responsibilities for the role but is not an exhaustive list of tasks. The role may evolve as the needs of the organisation and the NDIS team change over time.