Part-Time Virtual Assistan - NDIS

Part-Time Virtual Assistant – NDIS Operations, Outreach & Administration

Position Overview
We are seeking a reliable and proactive Part-Time Virtual Assistant (VA) to support the day-to-day administration, compliance, client outreach, marketing and business development of our NDIS/SIL organisation.

The role will initially focus on ensuring our documentation and records are up to date, following up missing shift and i ---------- reports, supporting client outreach and referrals, and helping increase awareness of our services.

The successful applicant should be organised, confident communicating with people, comfortable using online systems, and able to work independently.

Key Responsibilities
1. Shift Report & Documentation Follow-Up
Regularly review staff shift reports.

Check that required shift reports have been completed and submitted.

Identify missing, incomplete or unclear reports.

Follow up with staff regarding outstanding documentation.

Maintain a tracking spreadsheet/register of missing reports.

Escalate repeated or serious documentation issues to management.

Ensure documentation is stored and organised correctly.

2. I ---------- Report Monitoring
Check i ---------- reports regularly.

Identify missing or outstanding i ---------- reports.

Follow up with relevant staff where information is incomplete.

Maintain an i ---------- -report tracking register.

Escalate i ---------- requiring management attention.

Ensure follow-up actions are recorded and monitored.

Assist management with maintaining organised compliance records.

The VA will not make clinical, legal or compliance decisions and will escalate matters requiring management review.

3. Client Outreach & Business Development
A major focus of this role will be helping the organisation obtain new NDIS clients.

Tasks include:

Research local NDIS referral opportunities.

Build and maintain a database of Support Coordinators, Plan Managers, LACs, Psychosocial Recovery Coaches, Allied Health providers and other relevant referral contacts.

Contact potential referral partners by email and phone.

Introduce our SIL and support services professionally.

Follow up previous enquiries and referrals.

Maintain a referral/outreach tracker.

Record who has been contacted, when they were contacted and the outcome.

Identify potential participants who may be looking for SIL or other supports.

Arrange meetings or introductory calls for management where appropriate.

Follow up leads until they are either converted, declined or no longer active.

Provide management with a weekly report of new leads and outreach activity.

4. Social Media Management
Manage the organisation's social media pages.

Prepare and schedule regular posts.

Create content about our services, SIL homes, participant activities and organisation updates.

Maintain a consistent and professional brand image.

Respond to basic enquiries and direct appropriate enquiries to management.

Monitor engagement and report on which content performs well.

Develop ideas for Facebook , Instagram and LinkedIn content.

Ensure participant privacy and permissions are respected before posting any participant-related content.

5. Marketing & Referral Materials
Assist with updating brochures, flyers and service information.

Maintain digital marketing materials.

Help prepare introductory information for Support Coordinators and referral partners.

Research local community organisations and referral networks.

Keep the organisation's contact and referral databases current.

Assist with email marketing and outreach campaigns.

6. General Administration
Maintain spreadsheets and databases.

Organise electronic files and folders.

Update contact lists.

Assist with appointment and meeting coordination.

Follow up outstanding administrative tasks.

Assist management with preparing reports and documents.

Keep a weekly task list and provide progress updates.

Perform other reasonable administrative duties as required.

Weekly Business Development Target
The VA should have measurable outreach goals, such as:

Contact a set number of new referral organisations each week.

Follow up existing leads.

Add new referral contacts to the database.

Generate new enquiries for SIL/support services.

Provide management with a weekly outreach report.

Weekly Reporting
The VA will provide a simple weekly report showing:

Number of shift reports checked.

Number of missing reports identified.

Number of reports followed up.

Number of i ---------- reviewed/followed up.

Number of new referral contacts added.

Number of outreach contacts made.

Number of responses received.

Number of new client enquiries.

Number of follow-ups completed.

Social media posts completed.

Other tasks completed.

Outstanding issues requiring management attention.

Skills & Requirements
Strong organisation and attention to detail.

Good written and verbal communication skills.

Professional and confident when communicating with referral partners.

Good computer and internet skills.

Experience with Microsoft Office/Google Workspace and spreadsheets.

Ability to work independently.

Ability to maintain confidentiality.

Understanding of the NDIS environment is highly desirable.

Previous experience in NDIS administration, SIL, disability services, support coordination or healthcare administration is desirable.

Confidentiality & Privacy
The VA must maintain strict confidentiality when handling participant, staff and organisational information and must comply with organisational policies and applicable privacy and NDIS requirements.

Initial Focus
For the first few months, the role will primarily focus on:

Checking and chasing missing shift reports.

Checking and following up i ---------- reports.

Building a strong referral/contact database.

Outreach to Support Coordinators and other referral partners.

Generating new client enquiries.

Managing social media.

General administration and organisation support.