Administration Assistant – Payroll, Rostering, Finance

Outsourced Staff

. Prepare pay runs in Xero for approval and check timesheets against rosters .

Posted 11/12/2026full-timeRemote • PhilippinesJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in payroll preparation using Xero, including bank reconciliation and coding, while ensuring compliance with Australian award regulations. Proficient in managing NDIS billing and maintaining accurate documentation and records.

Highest-signal resume keywords

Xero Payroll PreparationBank ReconciliationNDIS BillingSCHADS Award KnowledgePrivacy and Data Security Awareness

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Payroll PreparationBank ReconciliationCoding TransactionsInvoice CreationCompliance DocumentationData EntryShift ManagementAward-Based Pay RatesBasic FormulasReporting Anomalies

Soft Skills

Clear Written CommunicationPolite Interpersonal SkillsAttention to DetailAdaptabilityProblem-Solving

Tools & Technologies

XeroCustom-Built CRMShiftCareDeputyEmployment HeroNDIS Provider PortalsPRODAPACE

Certifications & Qualifications

NBI Clearance

Industry Keywords

NDISAustralian Award PayrollCommunity ServicesAged CareDisability ServicesSCHADS Award

About the role

Key responsibilities & impact

Prepare pay runs in Xero for approval and check timesheets against rosters
Record and flag payroll discrepancies without approving or processing payments
Reconcile bank accounts, code transactions, match receipts and complete month-end processes
Create, send and track invoices and verify NDIS billing details, rates and line items
Run aged-debtor reports and follow up plan managers and support coordinators using approved templates
Enter and amend shifts, process roster changes and flag clashes, gaps and unfilled shifts
Maintain the connection between rostering data and Xero payroll and invoicing
Learn and administer the client’s custom-built CRM
Backfill and maintain compliance documentation and track recurring compliance items
Prepare employment contracts, participant service agreements and other documents from approved templates
Check documents for accuracy, send them for signature after approval and file signed copies
Maintain the policy and procedure register, version records, review dates and change logs
Publish approved policy versions and arrange staff acknowledgements
Screen applications, book interviews and schedule reference checks
Maintain CRM/database records and spreadsheets using filters, lookups and basic formulas
Write clear communications to Australian staff and business contacts
Send a daily update to the Operations and Administration Manager
Handle participant and employee information in line with privacy and security requirements

Requirements

What you’ll need

2+ years of Australian award payroll preparation experience in Xero, including bank reconciliation and coding
Experience applying award-based pay rates, overtime, penalty rates, superannuation and leave entitlements
Clear, polite written English for emails and online messages
Privacy and data security awareness, including willingness to provide an NBI clearance
Full overlap with Adelaide business hours, 9:00 am to 5:00 pm ACST/ACDT
Reliable internet and a private, secure workspace
Computer literacy and comfort learning new systems
Ability to report anomalies rather than correcting them silently
Knowledge of the SCHADS Award, including broken shifts, minimum engagement and sleepovers (highly desirable)
NDIS experience, including NDIS billing, or experience in Australian disability, aged care or community services (highly desirable)
Familiarity with NDIS provider portals PRODA and PACE (desirable)
Experience with ShiftCare, Deputy, Employment Hero or similar rostering software, including synchronization with Xero (desirable)
Ability to work exactly to documented processes, maintain clear records, adapt to a custom-built CRM and share improvement ideas

Benefits

Comp & perks

Full-time, work-from-home arrangement
Remote, home-based work
40 hours per week, Monday to Friday
Training through guided walkthroughs by the Operations and Administration Manager
Opportunity for the role to grow with additional tasks within scope
Reliable internet and private, secure workspace requirements support home-based work