Remote (Sydney-based) | 10–20 hours per week | Private Psychology and NDIS Practice
This is a Casual/Permanent Part-Time Role but Contractors will be Considered
About us
Ivy Psychology is a Randwick-based, NDIS-registered psychology and positive behaviour support practice. We deliver psychology therapy, psychological assessment, and NDIS behaviour support, and we hold Specialist Behaviour Support registration.
We are a small practice with high standards and a genuine care for the work we do. Being small means every team member’s contribution matters and is valued, and that we have the freedom to do things thoughtfully rather than rushing to chase volume. Our team enjoys working in a supportive environment with real clinical governance, the trust and autonomy to do their jobs well, and the satisfaction of being somewhere that prioritises quality and the wellbeing of the people we support. We would love to welcome someone who shares those values to help look after our finance and governance functions.
About the role
This is a dual role combining day-to-day accounts administration with compliance oversight for an NDIS-registered provider. It is a part-time, remote position of roughly 10 to 20 hours per week, with flexibility around when those hours are worked. This makes it well suited to a working parent or to someone who would prefer to work during school hours.
You will need to be based in Sydney and available to attend our Randwick clinic for occasional face-to-face meetings (roughly monthly, with flexibility). You will work closely with the Directors and report into the Operations Director. The role would suit someone organised, discreet, and detail-driven who enjoys both numbers and systems.
Accounts and payroll responsibilities
- Processing payroll through Employment Hero, including superannuation, leave accruals, and end-to-end pay runs
- Raising and reconciling invoices across NDIS, Medicare, and private-pay clients
- Processing claims through the NDIS portal (PRODA) and Medicare where relevant
- Managing accounts payable and receivable, and following up outstanding debtors professionally
- Preparing Recipient Created Tax Invoices (RCTIs) and supporting contractor payments
- Bank reconciliation and bookkeeping in Xero
- Reconciling financial records against our practice management software
- Supporting BAS and end-of-financial-year preparation alongside our accountant
Compliance and auditing responsibilities
- Maintaining audit readiness against the NDIS Practice Standards and Quality Indicators, and supporting internal and external NDIS audits
- Managing our incident, complaints, and feedback registers, including reportable incident processes
- Tracking practitioner registrations, worker screening checks, insurances, and mandatory training, and flagging renewals before they lapse
- Maintaining version control over policies, procedures, and forms
- Supporting restrictive practice authorisation and reporting requirements
- Upholding privacy, record-keeping, and information security obligations
About you
- Demonstrated NDIS compliance and auditing experience (required)
- Proven payroll experience, including superannuation and statutory obligations
- Strong working knowledge of Xero (required)
- Experience with Employment Hero (highly regarded)
- Knowledge of Splose practice management software is ideal but not required
- Solid understanding of the NDIS Practice Standards and NDIS claiming
- Familiarity with Medicare claiming (highly regarded)
- Excellent attention to detail, discretion, and the ability to handle sensitive information appropriately
- Self-motivated and reliable in a remote setting, with strong written communication
- Based in Sydney and able to attend Randwick periodically
What we offer
- A genuinely flexible, remote-first arrangement built around school hours or other commitments
- Predictable part-time hours of 10 to 20 per week
- A supportive, values-led team that cares about doing things properly
- Variety across two complementary functions, with room to shape the role
- Competitive remuneration based on experience
How to apply
Please submit your resume and a short cover letter outlining your relevant experience. Applications will be reviewed as they are received.
If you require any adjustments to participate in the recruitment process, please let us know.
Ivy Psychology is an equal opportunity employer. We welcome applicants from all backgrounds and actively encourage applications from people living with disability, Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse communities, and people of all gender identities and sexual orientations, including the LGBTQIA+ community.
