Virtual Assistant (NDIS Experienced)

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Virtual Assistant (NDIS Experienced)

Virtual Assistant (NDIS Experienced)

Part-time

AEST (Australian Eastern Standard Time)

We are seeking a reliable, organised, and professional Virtual Assistant to provide administrative and operational support to a disability advocacy organisation focused on supporting NDIS participants — ensuring they have a strong voice, are treated fairly, and are supported to understand and navigate the systems around them.

As the organisation continues to grow, we are bringing in dedicated VA support to assist with the administrative and operational workload. The aim is to have someone who can take care of day-to-day administration around our advocacy work, allowing the Principal to focus on participant advocacy, complex matters, organisational leadership, and strategic development.

Key Responsibilities Participant Administration

• Sending and following up participant intake documentation
• Sending Service Agreements and other forms
• Following up outstanding information and documentation
• Setting up and maintaining participant files
• Preparing files and documents for appointments
• Maintaining administrative records
• Assisting with matter closure and filing

Email & General Administration

• Monitoring the general/admin inbox
• Sorting and prioritising incoming correspondence
• Drafting routine responses for approval
• Following up outstanding emails
• Managing general enquiries
• Identifying urgent matters and escalating them to the Principal

Calendar & Appointments

• Managing the Principal’s calendar
• Booking participant appointments
• Coordinating meetings with providers and other stakeholders
• Sending appointment confirmations and reminders
• Rescheduling appointments when required
• Maintaining the shared office calendar

Case & Advocacy Administration

• Maintaining a caseload register
• Tracking outstanding actions and follow-ups
• Maintaining administrative records relating to advocacy matters
• Preparing case-note and advocacy documentation for completion
• Organising supporting documentation
• Preparing files for participant meetings
• Ensuring follow-up actions are tracked

Please note: The VA will not be responsible for making advocacy decisions or independently providing advocacy advice to participants. Those responsibilities remain with the Chief Executive & Principal Advocate. This role provides the administrative support surrounding those matters.

Document & File Management

• Maintaining OneDrive/Google Drive structures
• Keeping participant and organisational documentation organised
• Maintaining templates and registers
• Applying consistent file naming and filing procedures
• Assisting with document preparation

NDIS Research & Information

• Locating current NDIS information, government publications, consultation papers, and relevant resources for review by the Principal

Stakeholder & Provider Administration

• Maintaining stakeholder and provider contact information
• Coordinating meetings
• Sending routine correspondence
• Following up information requests
• Maintaining stakeholder records

Communications & Marketing (as the role develops)

• Preparing and scheduling approved social media content
• Canva graphics
• Newsletter preparation
• Website content updates
• Maintaining a communications calendar
• Uploading resources and publications

Business & Operations Support

• Preparing meeting agendas and taking minutes
• Maintaining action and organisational registers
• Organising business documents
• Tracking deadlines
• Assisting with projects and general administration

What We’re Looking For

• Organised, reliable, professional, and discreet
• Comfortable working with sensitive and confidential information
• Able to work independently and keep things moving without constant direction
• Experience in disability services, NDIS environments, administration, case management, or professional services highly regarded

Skills Required priness-VAT2026-10-13T13:08:05+10:00

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