Full job description

HR & Operations Coordinator – NDIS

$65,000 – $75,000 + super (pro-rata)

Part-time – 4 days per week

Office-based | Chadstone VIC

About Care Aid Australia

Care Aid Australia is a registered NDIS provider delivering Supported Independent Living (SIL) and related disability supports across metropolitan Melbourne.

We currently operate seven SIL homes and are continuing to grow. We are a small, founder-led organisation focused on building strong systems, capable teams and consistent service quality.

The Role

We are looking for an experienced HR & Operations Coordinator to take ownership of the administrative functions that keep Care Aid running smoothly.

This is a broad, hands-on role covering HR administration, rostering, payroll coordination, NDIS invoicing, compliance tracking and general office operations.

You will work closely with the Founder and Director, our Senior Operations and Quality Coordinator, and Team Leaders across the organisation.

Key ResponsibilitiesHR & Staff Administration

• Manage staff onboarding and compliance documentation
• Maintain personnel files and the Staff Matrix
• Coordinate recruitment administration and interview scheduling
• Track qualifications, training and document expiry dates
• Support general HR administration and staff correspondence

Rostering

• Coordinate rosters across SIL homes with Team Leaders
• Manage roster gaps and staff availability
• Maintain accurate roster records
• Escalate ongoing staffing or coverage issues

Payroll & Invoicing

• Coordinate weekly payroll preparation
• Review timesheets and shift records for accuracy
• Prepare and submit NDIS invoices
• Follow up invoice and payroll discrepancies
• Assist with house expenditure and financial administration

Office & Compliance

• Maintain digital records and filing systems
• Track compliance requirements and deadlines
• Assist with audit preparation and quality documentation
• Manage general office administration and correspondence