Ph: 07 4179 0715
About the Role
The Administration Officer will play a key role in supporting the smooth operation of our NDIS services. This position requires someone who understands the importance of accurate participant records, professional communication, privacy, compliance, timely documentation, and efficient administration.
You will work closely with management, support workers, participants, families, support coordinators, plan managers, and other stakeholders to ensure services are coordinated professionally and in line with NDIS expectations.
Key Responsibilities - but are not limited to
The successful applicant will be responsible for:
Managing day-to-day administration tasks, including phone calls, emails, filing, data entry, and document control.
Maintaining accurate and up-to-date participant records, service agreements, intake documents, consent forms, and compliance paperwork.
Supporting participant onboarding, including gathering required documents and entering information into internal systems.
Assisting with NDIS plan details, funding categories, plan dates, service bookings, invoices, and claims administration.
Liaising professionally with participants, families, support coordinators, nominees, plan managers, and other service providers.
Supporting rostering, scheduling, appointment coordination, and communication with staff where required.
Assisting with invoice preparation, claim checks, payment follow-up, and reconciliation tasks.
Monitoring documentation such as progress notes, incident reports, staff compliance records, training records, and expiry dates.
Helping ensure administration practices align with NDIS requirements, internal policies, privacy obligations, and quality standards.
Escalating concerns, complaints, incidents, missing documentation, or compliance issues to management promptly.
Supporting audit preparation and continuous improvement activities.
Maintaining confidentiality and handling sensitive participant and staff information with care and professionalism.
Requirements
To be considered for this role, applicants must have:
Previous administration experience, preferably in an NDIS, disability, health, aged care, community services, or similar setting.
Strong understanding of the NDIS and the role of administration in supporting participant services.
High attention to detail and accuracy in data entry, records, invoices, and documentation.
Excellent written and verbal communication skills.
Ability to communicate respectfully with people with disability, families, staff, and external stakeholders.
Strong organisational skills and the ability to manage competing priorities.
Good computer skills, including Microsoft Office, email, databases, and client management systems.
Ability to work independently and as part of a team.
Sound understanding of confidentiality and professional boundaries.
Willingness to follow policies, procedures, and compliance requirements.
Must hold a Current Drivers licence.
Be highly reliable and take pride in safe work practices.
Show a high level of integrity, honesty, and respect at all times.
Have the ability to adapt to change.
Willing to travel for work if needed
Working with Children Check - Blue Card or willing to obtain.
National Police Check or willing to obtain.
NDIS Worker Screening - Yellow Card or willing to obtain.
About Gotcha Helping Hands
Gotcha Helping Hands Pty Ltd is a community-focused support, cleaning and maintenance provider based in Kingaroy, Queensland. Established in 2016, Gotcha Helping Hands has grown from supporting the South Burnett region to also providing services across the Stanthorpe Granite Region. Our head office is located at 4 Mary Street, Kingaroy, where we also operate our Activities Centre.
We provide a range of professional NDIS support services designed to meet the individual needs, goals and preferences of each participant. Our supports are delivered with a strong focus on independence, confidence, choice, wellbeing and community participation. Services include in-home care, 24/7 care, personal care, supported independent living, community access, capacity-building skills, transport, shopping and appointment support, and group activities.
At Gotcha Helping Hands, we are committed to providing reliable, person-centred support that helps people feel valued, respected and empowered in their daily lives. Our team works with compassion, professionalism and respect, building meaningful relationships with participants while supporting their individual goals and quality of life.
We are now seeking an Administration Officer who understands the importance of accurate documentation, strong communication, confidentiality and NDIS compliance. This role is ideal for someone who wants to be part of a growing, community-minded organisation where administration directly supports safe, high-quality and participant-focused service delivery.