Position Description – Administration Assistant

Position Title: Administration Assistant
Reports To: CEO / Administration Team Lead
Location: Ipswich Office - No hybrid position available
Employment Type: Casual
Award Classification: Social, Community, Home Care and Disability Services Industry Award 2010 (SCHADS) 2.1

Position Overview

The Administration Assistant plays a key role in supporting the day-to-day operations of Ellie Jane Support Services (EJSS). This position ensures smooth communication between clients, staff, and management while maintaining accurate records, handling enquiries, and assisting with rostering, payroll, and compliance tasks.

The role requires strong organisational skills, excellent communication, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

Handle incoming calls and emails with professionalism and empathy.

Manage and distribute incoming enquiries from clients, families, and support staff.

Maintain digital filing systems and ensure participant records are up to date.

Support the leadership team with data entry, correspondence, and document preparation.

Assist with general office duties such as mail, supplies, and scheduling.

Rostering & Scheduling

Assist with staff rostering and shift allocation using ShiftCare or similar systems.

Support the coordination of shift changes, cancellations, and replacements.

Ensure roster accuracy and compliance with SCHADS Award provisions (breaks, travel time, minimum engagement).

Record unavailability, leave, and shift notes as required.

Client & Staff Communication

Respond to enquiries promptly and with a customer-service focus.

Escalate urgent matters to management in a timely manner.

Maintain confidentiality and professional boundaries at all times.

Provide clear, accurate information to participants and their representatives.

Payroll & Data Entry

Assist with processing weekly payroll by checking timesheets and travel claims.

Utilise MYOB/Xero payroll software for accurate payroll processing and administration.

Ensure payroll data aligns with NDIS funding categories and award rates.

Support reporting and reconciliation for finance and compliance audits.

Compliance & Quality

Support the monitoring of worker compliance (certifications, police checks, first aid).

Assist with incident report logging and follow-up actions.

Help maintain organisational compliance with NDIS Practice Standards.

Prepare and maintain accurate documentation for audits and reviews.

Skills & Attributes

Excellent communication and customer service skills.

Strong attention to detail and time management.

Ability to handle confidential information responsibly.

Proficiency with Microsoft Office and client management software (e.g. ShiftCare, Xero, Google Workspace).

Experience with CRM systems and database management for client relationship management.

A calm, solution-focused approach in busy or stressful situations.

Qualifications & Experience

Previous experience in administration, reception, or rostering.

Knowledge of the NDIS or community services sector highly regarded.

Previous experience working in an NDIS environment or disability services role.

Current Blue Card and NDIS Worker Screening Check (or willingness to obtain).

First Aid and CPR certification (desirable).

Work Hours

This role is a casual position with flexible hours between 7:00am – 7:00pm, Monday to Friday.

Hours will vary based on organisational needs and workload.

Why Join EJSS?

A friendly, inclusive team that genuinely values its people.

A chance to make a real impact supporting people with disabilities.

Opportunities for professional development and growth.

Modern, welcoming Ipswich-based office with a supportive culture.