HR, Compliance & Executive Administration Officer (NDIS)
About the Client
Our client is a non-profit, NDIS-registered disability support provider delivering services that promote independence, celebrate diversity and enrich communities across regional Western Australia. The organisation's services span disability support (transport, in-home care, respite and wellbeing), community programs (employment pathways, community events and parenting programs) and support coordination, guided by values of reliability, consistency, trust, respect, proactiveness and inclusiveness.
Primary Purpose
This is a combined role bringing together HR administration, NDIS-aligned compliance and governance, and executive and organisation-wide administrative support. The role provides essential HR administration and compliance support across the employee lifecycle and regulatory documentation, carries a secondary payroll responsibility for a high-volume frontline payroll cycle, and also delivers high-quality executive support to the CEO/General Manager alongside Board coordination, meetings support, and broader marketing, communications and operations administration. The role requires exceptional attention to detail, strong comprehension and correct application of policies and compliance requirements, discretion with confidential information, and clear, confident communication with staff, managers and the Board.
Key Responsibilities
HR Administration & Employee Lifecycle
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Support recruitment administration: forwarding enquiries to the relevant manager, coordinating interview scheduling, and documenting the interview process.
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Coordinate onboarding and offboarding administration, including new starter paperwork, system setup and exit documentation.
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Maintain accurate, up-to-date employee records (personal details, qualifications, training, contracts) across HR and CRM systems.
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Track leave requests and balances, and support leave-related queries and reporting.
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Prepare employment-related documentation such as contracts, certificates of employment and reference checks.
Compliance, Governance & NDIS Administration
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Support back-end compliance and governance across departments in alignment with NDIS auditing requirements, helping keep documents, policies, training/qualification records and consent forms current for staff and clients.
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Maintain compliance documentation and prepare files for audit readiness; review records to identify and close compliance gaps.
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Coordinate time-critical regulatory submissions and renewals (e.g. licences, exemptions, accreditations, annual rates exemptions) across all sites.
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Maintain SharePoint (or equivalent) so compliance and governance documents are current, correctly archived and easy to retrieve.
Payroll & Timesheet Support
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Support the finalisation of timesheets for a high-volume payroll cycle, sourced from Easy Employer, checking rostered versus worked hours and flagging discrepancies before pay run cut-off.
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Assist with processing new starters, terminations, leave and pay variations within the payroll system each cycle.
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Identify manual or repetitive payroll and administration processes and support automation initiatives to reduce errors and turnaround time.
Executive & Calendar Support
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Manage and coordinate the CEO/General Manager's calendar, including appointment bookings and rescheduling clashes or changes.
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Ensure public holidays, important dates and office birthdays are accurately maintained in the calendar.
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Provide general document assistance: checking, e-signing, filling and printing documents for review.
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Coordinate recurring operational orders (e.g. participant vouchers, new starter and participant pack merchandise) and track uniform stock and re-ordering across sites.
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Design and order branded stationery (business cards, cards, flyers) via Canva and Vistaprint.
Board & Governance Support
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Coordinate Quarterly Board Meeting Reports: reset SharePoint folders, follow up outstanding documents fr