Administration Officer And Bookkeeper

2 weeks ago

Melbourne, Victoria, Australia Innovative Care Services Pty. Ltd. Full time

**Position Summary**

The **Administration Officer & Bookkeeper** plays a vital dual role in supporting both the operational and financial functions of the organisation. This role ensures the accuracy, compliance, and efficiency of client and staff records, communication, and systems, while also managing all financial transactions, invoicing, and bookkeeping duties.

**Key Responsibilities**

**1. Staff & Client File Compliance**
- Maintain accurate staff and client files (digital and hard copy)
- Upload key documents (support plans, BSPs, medication forms) to shared systems (e.g., Drive, ShiftCare)
- Audit and update ShiftCare profiles
- Conduct regular file audits and close documentation gaps
- Maintain incident reports, behavioural logs, and medication records

**2. Communication & Coordination**
- Answer and route calls professionally
- Ensure prompt and professional responses to all inquiries
- Manage internal communication channels (e.g., WhatsApp groups)

**3. Complaint & Incident Management**
- Monitor and update the complaints register
- Ensure incident reports and logs are accurately documented
- Follow up on all reports, ensuring closure and compliance

**4. Staff IDs, Uniforms & Training**
- Manage ID card issuance and registers
- Organise staff uniforms and maintain inventory
- Schedule and track training completions

**5. Social Media, Website & Leads**
- Assist with website updates and social media accounts
- Record and direct client leads appropriately

**6. Data & System Organisation**
- Maintain clean and organised digital storage (e.g., Google Drive)
- Ensure accurate file naming and data structure

**7. Financial Management & Bookkeeping**
- Generate and send invoices via ShiftCare
- Reconcile payments and track outstanding invoices in Xero
- Maintain income and expense records
- Perform monthly bank reconciliations
- Assist with payroll, BAS, budgeting, and forecasting
- Handle billing queries professionally
- Ensure compliance with NDIS financial regulations

**Qualifications & Requirements**

**Education & Certifications**
- Certificate IV or higher in **Business Administration**, **Accounting**, **Bookkeeping**, or similar
- **Xero certification** (or willingness to obtain within 3 months)
- Completion of **NDIS Worker Orientation Module** (or willingness to complete upon start)

**Experience**
- Minimum **2 years** in administration or bookkeeping roles
- Experience within the **NDIS or disability sector** highly regarded
- Strong knowledge of Xero, ShiftCare, or similar systems
- Proven recordkeeping and audit experience

**Skills & Competencies**
- Understanding of accounting principles, invoicing, and reconciliation
- High attention to detail and time management
- Professional verbal and written communication skills
- Proficient in **Microsoft Office** and cloud platforms
- Able to work both autonomously and as part of a team
- Commitment to confidentiality and integrity
- Familiarity with NDIS processes and documentation

**Other Requirements**
- Valid **Working with Children Check (WWCC)**:

- **NDIS Worker Screening Check** (or ability to obtain)
- **Police Check** (within the last 12 months)
- Legal right to work in Australia

**Job Type**: Casual

Pay: $30.00 - $35.00 per hour

Expected hours: 24 - 32 per week

Schedule:

- 8 hour shift
- Day shift

Work Location: In person

Expected Start Date: 30/05/2025

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