Office Manager

Position Overview

As the Office Manager for the Brisbane office, the candidate will be responsible for managing key operational functions critical to the growth and efficiency of the Kuremara hub. This role is responsible for ensuring the smooth operation of Kuremara’s services, including rostering, timesheet reconciliation, invoicing, HR compliance, business process optimization, and accreditation. The candidate will oversee operational support for the Brisbane office, as well as other Kuremara hubs, ensuring the effective integration of systems and processes. Additionally, the candidate will be responsible for managing the accreditation processes across all Kuremara hubs.

Key Responsibilities

Workforce Coordination & Rostering: Oversee and coordinate the scheduling of support workers across the Brisbane hub to ensure efficient shift coverage and continuity of participant care.
Payroll & Timesheet Management: Manage the reconciliation and approval of support worker timesheets, ensuring accuracy, compliance with NDIS and Fair Work requirements, and timely processing for payroll.

Financial Administration: Lead the invoicing process for participant services, manage business expense reconciliations, and ensure adherence to hub budgets. Provide reporting and escalate discrepancies to senior management.
Accreditation & Compliance Oversight: Ensure all Kuremara hubs maintain compliance with NDIS Practice Standards, accreditation requirements, and internal quality systems. Prepare for audits and maintain documentation across hubs.
HR & Workforce Compliance: Support HR functions by monitoring staff records, training requirements, and compliance with national legislation, organisational policies, and sector guidelines.
Client Service Agreements: Generate, issue, and manage service agreements for new and ongoing participants, ensuring clarity, compliance, and alignment with Kuremara’s service standards.
Business Process Improvement: Conduct regular reviews of hub-level business processes, identifying inefficiencies and leading optimisation projects to improve service delivery and organisational performance.
Systems Management & Transition: Oversee the implementation and ongoing management of participant systems, including the migration to VisualCare, ensuring accurate data, smooth operations, and effective reporting.
Cross-Hub Coordination: Act as a point of oversight for Brisbane hub operations while contributing to consistency and standardisation of business services across all Kuremara hubs.
Skills and Qualifications

Experience: Proven experience in operational management, preferably in the NDIS or healthcare sector, with a focus on rostering, invoicing, and HR compliance.
Software Proficiency: Proficiency in Xero (accounting software), Adobe Suite, Microsoft Word, Employment Hero, and VisualCare (participant management system), along with both legacy and current software platforms used by Kuremara.
Business Process Expertise: Strong skills in business process analysis and re-engineering to optimize operations.
Compliance Knowledge: Solid understanding of HR compliance, NDIS regulations, and industry standards related to supported care services. –
Communication Skills: Excellent written and verbal communication skills for interacting with internal teams, clients, and external partners. –
Problem-Solving: Ability to identify operational challenges and develop effective solutions to address them

Qualifications

Educational Requirements: A Bachelor of Business, Bachelor of Commerce, or Bachelor of Accounting is required.
Previous experience in managing operations in a similar role is highly desirable.
Willing to obtain relevant NDIS training/certifications in compliance, safeguarding, or quality standards (highly regarded).
Willing to obtain Current National Police Check and NDIS Worker Screening Check.
Willing to obtain first Aid and CPR certification (preferred).

Key Attributes

Integrity & Accountability: Acts with honesty and transparency, taking responsibility for decisions and outcomes.
Attention to Detail: Maintains accuracy in financial, compliance, and operational tasks to ensure quality and reliability.
Adaptability: Thrives in a dynamic environment, adjusting to sector changes (NDIS reforms, compliance updates, system transitions).
Leadership Presence: Inspires confidence, provides clear direction, and motivates others to achieve organisational goals.
Client-Centred Approach: Keeps the needs of participants and families at the forefront of business decisions and processes.

Strategic Thinking: Sees the “big picture,” anticipating risks and opportunities while aligning day-to-day operations with organisational strategy.
Collaboration & Teamwork: Builds cooperative relationships across hubs, fostering a culture of support and shared accountability.
Resilience & Composure: Remains calm and solution-focused under pressure, managing competing demands effectively.
Ethical & Professional Conduct: Upholds Kuremara’s values, ensuring compliance with legal and ethical standards.
Continuous Improvement Mindset: Seeks opportunities to innovate, streamline processes, and enhance service delivery.

Key Stakeholders & Relationships

Internal: Collaborate closely with the Brisbane Hub leadership team, COO, and the support worker teams.
External: Liaise with participants, their families, the NDIS, and other external service providers to ensure high-quality care and compliance.

Work Conditions

Full-time position based in Brisbane.
Occasional travel may be required to support other Kuremara hubs.
Job Types: Full-time, Permanent, Graduate

Work Location: In person