Administrative Assistant

Administrative Assistant

Location: Robina (on-site)

Monday – Friday | Permanent Role

Ready to take on a role where your organisation and people skills truly make a difference? We're looking for a team player who wants to grow with us as we expand. At Authentic Support, we love what we do and value the team we do it with. We're on the lookout for a detail-savvy yet down-to-earth legend to join our small but mighty crew. If you enjoy connecting with people, keeping things running smoothly, and being part of a workplace where everyone pulls their weight (with plenty of laughs along the way)—this could be your next move.

Who We Are

Authentic Support is all about genuine connections and making a meaningful difference—without the corporate clutter. We support people in the NDIS community, and we do it with heart, humour, and a whole lot of teamwork. Our office vibe? Think small, friendly, and supportive—where getting the job done is just as important as enjoying the ride.

The Gig

At Authentic Support, we believe in a better life through authentic connection – not just for our participants, but for our team too. As our new Admin Assistant – Timesheets, Rostering & Mentee Onboarding, you'll play a vital role in keeping our support system running seamlessly behind the scenes.

If you're someone who thrives on structure, loves ticking boxes, and can juggle calendars with calm confidence, this could be the role for you.

What You'll Be Doing

Rostering & Scheduling

• Maintain and update weekly mentor rosters with accuracy and foresight
• Communicate changes promptly to mentors, clients, and coordinators
• Track and allocate hours based on mentor availability (our traffic light system – green, yellow, red)
• Match mentees with mentors based on hours required and location

Timesheets & Admin

• Review mentor-submitted timesheets for accuracy and compliance
• Follow up with staff to ensure timely and correct submissions
• Support NDIS billing by ensuring all hours are documented correctly
• Maintain tidy, up-to-date records of shifts, hours worked, and notes

Mentee Onboarding Support

• Help coordinate the initial steps for new mentees joining our service
• Organise intake documents and ensure all forms are completed and filed
• Support communication between mentees, families, and team leaders to create a welcoming first impression
• Assist in tracking meet & greet follow-ups, mentor pairing status, and participant goal-setting form completion
• Ensure each new mentee feels supported, safe, and clearly guided during their transition into Authentic Support

Team Communication

• Be a friendly point of contact for mentors with questions regarding scheduling or onboarding.
• Send out weekly reminders and updates to support smooth operations
• Liaise with the state manager and HR about availability and hours gaps

Support Office Workflow

• Assist with light general admin tasks to support our wider team
• Update compliance records or forms as required

What You Need to Bring

Organisation & Time Management – You're the kind of person who actually reads their calendar notifications and doesn't let things slip.

Good Vibes & A Sense of Humour – We work hard, but we keep it light. If you can take a joke and give one back, you'll fit right in.

Tech-Savviness – You don't need to be a programmer, but basic Microsoft Office and online systems should be second nature.

Communication Skills – Whether it's an email, a phone call, or a quick chat, you can get your point across clearly and professionally.

Ability to Work in a Small Team – No corporate silos here—just a small, friendly crew who back each other up.

A Keen Eye for Detail – If something looks off, you'll spot it and sort it.

Bonus Points If You Have:

Experience with Timesheet & Rostering (we'll provide training to the right person).

Familiarity with NDIS —or a willingness to learn.

A knack for resolving issues between families and our team

What's In It For You?

Career Growth & Learning – We invest in our people. Training, mentorship, and real opportunities to level up in your career.

Team Culture That Doesn't Suck – You'll be joining a small, tight-knit team that operates across two states and always has each other's backs. Expect a healthy dose of office banter, open communication, and a supportive environment where no one is left behind.

Work-Life Balance – No weekends, no overtime pressure—just Monday to Friday, 9-5 vibes.

Make A Real Impact – Your work keeps the whole team running smoothly so we can change lives.

Ready to Join?

If this sounds like your kind of workplace, hit that apply button and let's chat