Accounts and Admin Officer

Hogan Care is a registered NDIS provider, dedicated to delivering high-quality, person-centered care. We offer in-home and community support services, ensuring our clients receive compassionate, tailored assistance. Committed to excellence, we uphold the highest standards of compliance, governance, and service quality to promote the well-being of those we support.

About This Role

The Accounts Officer/Admin Assistant plays a central role in supporting accurate recording, reporting, and presentation of financial information across the organisation. Working closely with internal stakeholders, this role also provides broad operational and administrative support to ensure the efficient running of the business. This is a part-time role, 4 days a week.

Key Responsibilities

• Preparing and Issuing Weekly Invoicing
• Weekly Debt Collecting
• Support the external bookkeeper by developing and maintaining systems and processes for the efficient preparation and presentation of financial information
• Ensure payroll inputs are accurate and submitted to the bookkeeper within agreed timeframes
• Assist with employee payroll queries
• Identify and escape discrepancies in payroll data promptly
• Maintain accurate records to support financial reporting and audit requirements
• Review and approve shift notes in ShiftCare, ensuring all data is complete, accurate and compliant
• Maintain and update the Missing Shift Notes Register
• Generate and distribute the weekly Missing Shift Notes Excel Report
• Prepare and finalise tracking sheets including kilometers and awake hours

NDIS Rostering & Invoicing

• Review rostered supports and ensure alignment with each participant's roster of care and invoices
• Identify irregular supports and discrepancies prior to invoicing
• Prepare NDIS invoicing (including board and rent) and adjustments for prior week in Xero, and email out to plan managers
• Assist with reconciliation of delivered supports versus invoiced services
• Conduct invoice audits (ShiftCare vs records vs Roster of Care)
• Debtor queries and follow up
• Prepare NDIS invoicing and adjustments for prior week in NDIS PRODA portal
• Update participants register
• Perform bank reconciliation (SIL and SDA)

Recruitment & HR Administration Support When Required

• Provide administrative support to Recruitment and HR including onboarding, offloading/exit processes, references, compliance checks, documentation, leave management, and training coordination
• Maintain accurate staff records including training certifications and compliance documentation
• Facilitate induction processes, including etrainu modules distribution, completion tracking, attendance monitoring, and filing of certificates
• Staff check-ins and engagement
• Monitor compliance registers and ensure timely updates
• Support audit processes and associated documentation requirements
• Assist with recruitment processes in accordance with standard operating procedures
• Participate in team meetings and provide general administrative support as required

Essential Requirements

• Experience in NDIS rostering and invoicing (essential)
• Experience with XERO accounting software
• Demonstrated experience using ShiftCare or equivalent rostering application
• Strong working knowledge of NDIS funding frameworks and compliance obligations
• High level of attention to detail and strong organisational skills
• Well-developed written and verbal communication skills
• Ability to work both independently and as part of a collaborative team
• Demonstrated ability to manage competing priorities and meet deadlines
• Proficiency in maintaining accurate records and compliance registers

Desirable Skills & Experience

• Experience with financial administration or bookkeeping support functions
• Ability to speak a second or relevant community language
• Experience working within the disability or aged care sector
• Understanding of Participant Service Plans and person-centred care approaches
• Experience with eTrainu or similar training management platforms

Mandatory Pre-Employment Requirements

• Current National Police Check
• NDIS Worker Screening Check
• Working with Children Check
• Eligibility to work in Australia (evidence of right to work required)
• 100 Points of identification (e.g., passport, driver licence)
• Evidence of any mandatory qualifications, registrations or licences relevant to the role
• Pre-employment screening applies to all appointments. Prior to a formal letter of offer being issued, preferred applicants will be required to provide the above documentation.

Skills & Knowledge

• Experience and sensitivity in working with people from culturally and linguistically diverse (CALD) backgrounds, people who identify as LGBTI+, people of Aboriginal or Torres Strait Islander background, and people experiencing financial disadvantage.
• Ability to understand and support Participant Service Plans and work collaboratively towards participant goals
• Ability to be flexible, responsive and adaptive to the evolving needs of participants and the organisation
• Demonstrated professional judgment and discretion in handling sensitive and confidential information
• Strong interpersonal skills with the ability to communicate effectively with people of all ages and backgrounds
• Experience conducting audits and risk assessments to ensure service quality and compliance

#J-18808-Ljbffr