Virtual Assistant | Bookkeeping, Xero, SPLOSE & NDIS Administration (Long-Term Position)

Job Overview

We are looking for a reliable, organised and proactive Virtual Assistant to join our growing Australian allied health company.

We provide Psychology and Behaviour Support services under the National Disability Insurance Scheme (NDIS) and are looking for someone who enjoys keeping things organised, improving systems, and supporting a busy team.

This is a long-term role with opportunities to grow as our business expands.

If you love administration, bookkeeping, problem-solving, and learning new systems, we'd love to hear from you.

About Us

We are an Australian allied health practice that provides Psychology and Behaviour Support services to people living with disability.

Our mission is to improve the quality of life of the people we support while providing exceptional service to participants, families and stakeholders.

We are a values-driven business that believes in professionalism, continuous improvement, kindness and teamwork.

Key Responsibilities

Your role will include a variety of administrative and bookkeeping tasks, including:

Bookkeeping & Finance
Reconcile transactions in Xero
Match payments against invoices
Follow up outstanding invoices with NDIS Plan Managers and the NDIA
Monitor accounts receivable
Assist with invoicing and billing
Ensure accurate financial records are maintained
Identify discrepancies and follow them through to resolution
Administration
Manage and update our CRM (Splose)
Ensure participant records remain accurate and up to date
Monitor important dates and plan review dates
Assist with document management and filing
Maintain spreadsheets and internal trackers
Prepare reports when required
Support day-to-day administrative operations
HR & Business Support
Assist with onboarding documentation
Organise staff files
Prepare employment documents and templates
Assist with policy and procedure updates
Schedule meetings and appointments
Assist with recruitment administration
Maintain internal checklists
General Business Support
Create professional documents and templates
Assist with resource development
Conduct online research
Improve business processes
Identify ways to increase efficiency
Complete ad hoc tasks as required
Essential Skills

We are looking for someone who has:

Excellent written and spoken English
Strong attention to detail
Excellent organisational skills
High level of accuracy
Ability to work independently
Strong problem-solving skills
Ability to manage multiple priorities
Positive attitude
Willingness to learn
Preferred Experience

Highly desirable if you have experience with:

Xero
Australian bookkeeping
Accounts receivable
Invoicing
Virtual assistance
Microsoft Office
CRM systems
Healthcare or allied health administration
Understanding of NDIS
Has experience of Xero
Has experience in a NDIS business
Has experience in Splose

Experience with Splose is a bonus, but full training will be provided.

What We're Looking For

We value attitude just as much as experience.

The ideal person is:

Honest
Reliable
Proactive
Detail-oriented
Curious and eager to learn
Able to think ahead
Comfortable asking questions
Someone who enjoys making systems more efficient
Has Xero experience
Has experience in a NDIS business
Has Experience in Splose

We're looking for someone who wants to become part of our team not just complete tasks.

Salary is negotiable and we are happy to look into reassessing salary once training is complete and you have passed the probation period