HR & Payroll Coordinator
About Skout Care:
Skout Care is a locally founded Western Australian NDIS provider inspired by the values of service, independence and practical life skills. We were built with the belief that disability support should be personal, consistent and tailored to the individual, not based on generic templates.
Our team brings together reliability, creativity and heart. We value people who are resourceful, collaborative and willing to contribute ideas that improve how we work. Internally, we believe every team member plays an important role in how Skout Care operates, grows and delivers meaningful support to participants, families and the wider community.
We are looking for a capable and organised HR, Rostering & Payroll Coordinator to join our office team and support the smooth running of our staff operations.
About the role:
This is a full-time role that sits across several important areas of the business, including recruitment, staff coordination, rostering, payroll and NDIS invoicing. While previous experience in payroll, rostering or HR administration will be highly regarded, we are open to applicants who are earlier in their career and willing to grow into the role with the right support.
This is a multi-faceted role structured around two main areas of responsibility: People Operations and Finance Administration.
The HR and People Operations side includes recruitment, onboarding, HR administration, staff coordination and rostering. The Finance Administration side includes payroll and NDIS invoicing.
These areas are closely connected in our business, and we are looking for someone who can bring structure, consistency and follow-through across both.
This role would suit someone who enjoys working across people, systems and deadlines, and who can manage both routine responsibilities and changing operational priorities.
Key responsibilities:
RECRUITMENT AND HR COORDINATION
You will support the recruitment and onboarding process from job advertisement through to employment offer.
This includes:
- Writing and posting job advertisements
- Screening resumes and shortlisting suitable candidates
- Conducting phone screens
- Completing reference checks
- Coordinating interviews
- Preparing and sending employment offers
- Supporting onboarding and staff compliance processes
- Maintaining organised staff records
- Assisting with minor HR matters when required
- Escalating serious HR or performance matters where needed
ROSTERING AND STAFF COORDINATION
A key part of this role is maintaining the fortnightly roster for approximately 40 support workers.
This includes:
- Building and maintaining fortnightly rosters in FlowLogic
- Managing staff availability and roster changes
- Contacting staff for shift cover when needed
- Communicating roster updates clearly with support workers
- Working with internal staff to understand participant needs and suitable staff matching
- Monitoring roster gaps and escalating issues where required
- Keeping roster records accurate and up to date
- Developing increasing autonomy in managing the roster over time
PAYROLL
You will be responsible for payroll through Xero, including checking timesheets, reviewing pay rates and preparing payroll for final management review.
This includes:
- Processing payroll using Xero
- Checking and approving timesheets
- Reviewing rostered hours against submitted timesheets
- Checking weekday, weekend, sleepover, wake-up and public holiday rates where applicable
- Identifying and following up payroll discrepancies
- Responding to basic staff payroll questions
- Maintaining accurate payroll records
- Maintaining confidentiality of payroll information
- Preparing payroll for final management review before finalisation
NDIS INVOICING
You will prepare and send weekly NDIS invoices through Xero.
This includes:
- Preparing weekly invoices for services delivered
- Invoicing approximately 500 hours of NDIS supports per week
- Checking invoice details for accuracy
- Ensuring correct participant, service and billing information is used
- Maintaining accurate invoicing records
- Following up outstanding invoices where required
About you:
We are looking for someone who understands that this role has several moving parts and is comfortable working across people, systems and deadlines.
While we value experience, we are also strong believers in potential. As we understand that this role has many parts, we do not expect immediate proficiency in all areas. What we are looking for is someone who is willing to learn and grow into the role.
Requirements:
- Qualifications in any relevant areas is desirable but not essential
- Experience in payroll, rostering, HR administration, recruitment or operations coordination
- Confident in using systems and learning new software
- Strong attention to detail, especially with timesheets, payroll and invoicing
- Ability to manage recurring deadlines without needing constant reminders
- Comfortable communicating with staff and following up when needed
- Ability to stay calm when rosters change or shift cover is required
- Confident in speaking to applicants, staff and management
- Confident in taking ownership of tasks while knowing when to escalate matters
Systems used:
Experience with the following systems will be highly regarded:
- Xero
- FlowLogic or similar rostering/care management software
- Microsoft Office
- Microsoft Teams
- SharePoint
Benefits:
This role offers the opportunity to be part of a growing NDIS provider and contribute to the systems that support our staff and participants.
Benefits include:
- Flexible Working Arrangement (FWA)
- Office located off Beaufort St with access to many coffee shops and services
- Exposure to the NDIS and disability support sector, a growing and meaningful industry
- Work within a small, collaborative team where your contribution is visible. Our team is experienced but easy-going, with a fairly young office culture that is relaxed, supportive and down-to-earth
- Opportunity to improve and strengthen existing systems and processes and ability to take ownership of key operational functions
- Career development as the organisation continues to grow
- A varied, dyanamic role suited to someone who enjoys structure, people coordination and problem-solving
What we are looking for:
This role would suit someone who enjoys structure, systems and people coordination. You will need to be comfortable balancing routine deadlines, such as payroll and invoicing, with more reactive tasks, such as roster changes and staff communication.
The right person will be trusted with important responsibilities that affect both our staff and our participants. Accuracy, communication, reliability and calm problem-solving are essential.
Pay: $75,000.00 – $80,000.00 per year
Benefits:
- Professional development assistance
Application Question(s):
- What relevant softwares are you competent in?
Experience:
- Payroll: 1 year (Preferred)
- HR: 1 year (Preferred)
- Rostering: 1 year (Preferred)
- NDIS: 1 year (Preferred)
Work Location: In person
