Client Intake

2 weeks ago

Newcastle Maitland Hunter, Australia Inclusive Getaways Full time $60,000 - $70,000 per year
Position Purpose

The Client Intake & Administration Officer supports Inclusive Co. by ensuring risk, compliance, and quality standards are upheld across client intake and administrative processes. The role is responsible for managing new participant enquiries, completing onboarding requirements, preparing service agreements, and maintaining accurate client documentation in line with NDIS Practice Standards.

In addition, the role provides administrative and PA-style support to the Director, ensuring efficient office operations, timely communication, and support for decision-making. Financial administration experience is highly regarded to assist with funding checks, plan manager liaison, and billing accuracy.

This is a 6-month fixed-term role with the option to extend, as Inclusive Co. continues to expand and develop new programs.


Key Responsibilities
Risk & Compliance
  • Ensure client intake, onboarding, and service agreements meet NDIS Practice Standards.
  • Maintain accurate and compliant records for all participants, including risk assessments, consent forms, and funding verification.
  • Assist with preparation for audits, certification, licensing, and accreditation requirements.
  • Report and escalate compliance risks to the Director in a timely manner.
Enquiries, Intake & Onboarding
  • Action new enquiries for Inclusive Co. services promptly and professionally.
  • Guide participants and families through the intake process, ensuring documentation is complete and risk requirements are met.
  • Prepare and finalise service agreements in line with NDIS rules and company procedures.
  • Liaise with plan managers to confirm available funding.
  • Conduct and record meet & greet processes for new clients.
Administration & Records
  • Manage accurate data entry and maintain participant/staff records across ShiftCare/CRM, PRODA, and PACE.
  • Support compliance documentation tracking (ID, consents, medical info, behavioural support).
  • Assist with updating registers, templates, and office records.
Financial & Billing Support
  • Liaise with plan managers regarding funding checks and service bookings.
  • Provide administrative support for invoicing and billing processes (e.g., invoice follow-ups, reconciliations).
  • Report funding status or billing issues to the Director.
Support to the Director
  • Provide PA-style assistance to the Director, including diary/calendar management.
  • Assist with correspondence, report collation, and meeting minutes.
  • Support Director with internal and external communications.
Stakeholder Communication
  • Act as a first point of contact for enquiries from participants, families, and referrers.
  • Maintain professional and inclusive communication at all times.
  • Provide timely updates to stakeholders to ensure a positive client experience.

Skills & Experience
  • Previous administration, intake, or compliance experience in disability, community services, or health.
  • Strong knowledge of risk and compliance processes, ideally aligned to NDIS requirements.
  • Excellent organisational and time management skills.
  • High attention to detail and data accuracy.
  • Financial administration or billing experience (advantageous).
  • Ability to manage confidential information with discretion.
  • Familiarity with PRODA, PACE, and rostering/CRM systems (desirable).

Mandatory Requirements
  • NDIS Worker Screening Check (or willingness to obtain).
  • Current Working With Children Check (WWCC).
  • First Aid & CPR (HLTAID009/011) (or willingness to obtain).
  • Class C driver licence.

Benefits
  • Competitive salary in the range of $60,000 – $70,000 + superannuation.
  • Fixed-term 6-month contract with potential to extend.
  • Be part of a growing organisation with new program opportunities ahead.
  • Professional development and training opportunities.
  • Supportive, inclusive, and collaborative workplace culture.

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