Finance & Talent Experience Officer - Head Office (Multifunctional)

About Caring Lotus Support Services

Caring Lotus Support Services is a values‑led, award‑winning NDIS provider based in Werribee. Our mission is to turn diverse‑ability into best‑ability through care, support, wellbeing and connection. We're growing - expanding services, strengthening our head office capability, and investing in modern systems - so our teams and participants thrive.

The Opportunity

This is a multifunctional role with a primary focus on finance and the remainder across talent experience (screening, interviews, recruitment coordination, onboarding/compliance, rostering support) and general administration. You'll be the steady pair of hands that keeps our financial operations tight and a key partner in bringing great people into the organisation and setting them up for success. As we scale, this role offers a clear runway to broaden responsibility across finance and people operations.

What you'll do

Finance

• Run end-to-end payroll in Xero, reconcile timesheets, issue payslips and respond to pay queries.
• Maintain daily financial records (income/expenses), perform bank and balance sheet reconciliations.
• Prepare and send invoices; manage debtors and collections; maintain cash flow trackers.
• Meet statutory obligations: BAS/IAS, PAYG, superannuation, payroll tax, WorkCover, Portable Long Service Leave.
• Complete month‑end processes and support year‑end/audit requirements with external accountants.
• Prepare timely reports for the executive team (P&L, cash flow, KPIs, variance analysis, budgets/forecasts).
• Process NDIA-managed claims and file management via PRODA; support funder reporting.
• Strengthen internal controls, documentation and finance SOPs; contribute to system and process improvements.

Talent Experience, Rostering & Administration

• Coordinate the recruitment pipeline: job ads, applicant screening, phone screens, interview scheduling.
• Support Human Resources Manager with structured interviews and reference checks; prepare offers and onboarding packs.
• Set up new starters accurately (records, payroll, systems) and monitor compliance documentation.
• Maintain training & compliance registers (e.g., WWCC, NDIS screening, First Aid/CPR) and track expiries.
• Document control: assist with policy/procedure updates, templates and version management.
• Rostering support: assist with creating/updating rosters and liaise with the virtual rostering team; communicate shift updates with staff and clients.
• Leave administration: record and track staff leave requests and approvals in line with policy.
• Customer service & de‑escalation: handle enquiries professionally, triage and resolve or escalate issues promptly.
• Provide responsive front‑of‑house support (phones, inboxes), escalate issues promptly, and uphold a professional office environment.
• Prepare basic reports, registers, checklists and templates; contribute to continuous improvement.

What you'll bring

• Qualifications in Accounting/Bookkeeping (e.g., Cert IV, Diploma) or demonstrated equivalent experience.
• Solid hands‑on experience with Xero (payroll, invoicing, reconciliations, reporting); strong Excel skills.
• Practical understanding of BAS/IAS, superannuation, payroll tax, WorkCover and Portable LSL.
• Experience in recruitment coordination, onboarding, compliance checks and general office administration.
• Confident communicator who is organised, detail‑driven and comfortable juggling priorities in a fast‑moving environment.
• High standards of confidentiality, accuracy and record keeping; familiarity with NDIS sector processes is desirable (PRODA, NDIA claiming).

Compliance & Pre‑employment

• Working With Children Check (WWCC)
• NDIS Worker Screening Check

You'll uphold privacy and confidentiality requirements and support compliance with the NDIS Practice Standards and organisational policies and procedures.

Why you'll love it

• Growth you can shape: We're scaling services and maturing our head‑office functions—your work will build the next level of our finance and people operations.
• Career runway in two streams: Develop deeper capability in finance (payroll, month‑end, reporting, controls) while growing talent/people operations skills (recruitment, onboarding, rostering support).
• Mentorship & visibility: Partner closely with leaders across the business -clear ownership, fast feedback, and real influence.
• Stability with flexibility: Full‑time, Monday-Friday role based at Werribee head office, with flexibility within standard business hours to manage peak cycles.
• Modern tools & learning: Xero, Microsoft 365/SharePoint and sector platforms, plus paid compliance training and support to pursue relevant micro‑credentials (e.g., Xero/payroll certifications).
• Purpose with recognition: Join an award‑recognised provider focused on quality and customer experience.
• Convenient location: Werribee CBD-close to public transport, parking, cafes and services.
• Unique staff perk: Access to Wishkeeper (digital legacy platform) for personal use.

Benefits & perks (applicable to this role)

• Competitive salary aligned to the Clerks - Private Sector Award, plus superannuation (final classification based on experience and duties).
• Standard business hours with flexibility during finance peaks (payroll, month‑end, BAS/IAS) and for interviews or onboarding activity.
• Paid compliance training (NDIS Practice Standards, privacy, WHS) and a structured induction.
• Clear SOPs, templates and registers; time with subject‑matter experts in finance and talent.
• Supportive, values‑led culture with regular 1:1s and opportunities to lead small improvement projects.

Why join Caring Lotus

• Meaningful work improving participant outcomes, within a supportive, values‑based team.
• Opportunity to broaden your skills across finance and people operations.
• Commitment to learning, continuous improvement and modern tools.

How to apply

Please submit your CV and a one‑page cover letter outlining your relevant finance experience and your exposure to recruitment/onboarding.

We value diversity and welcome applications from people of all backgrounds, including Aboriginal and Torres Strait Islander peoples, people with disability, people from culturally and linguistically diverse communities and LGBTIQ+ candidates. Adjustments are available on request.