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.

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

Document & File Management

• Maintaining One Drive/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

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.

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