Accounts & Services Coordinator
Company
National Disability and Mental Health Services — NDMHS
Location
Penrith / Liverpool NSW
Office-based role
Employment Type
Permanent Full-time
About NDMHS
National Disability and Mental Health Services, also known as NDMHS, is a registered NDIS provider supporting people with disability and mental health needs. We focus on respectful, reliable and person-centred support.
Your life, Your choice, Our support.
We are looking for an organised and motivated Accounts & Services Coordinator to support intake, participant onboarding, service agreements, invoicing, debtor follow-up, timesheet checks, systems, referral tracking and marketing support.
This role is suitable for someone who enjoys administration, communication, systems and supporting the smooth running of a growing NDIS business.
Position Purpose
The Accounts & Services Coordinator is responsible for supporting participant intake, onboarding documents, service agreements, participant records, accounts support, invoicing, debtor follow-up, timesheet checks, system updates, referral tracking, marketing support and brand awareness activities under the direction of the Director.
Key ResponsibilitiesIntake and Referral Administration
- Maintain the referral and intake register.
- Record new referral details accurately.
- Follow up referrals as directed by the Director.
- Collect participant, nominee, family, support coordinator and plan manager details.
- Send approved information to referral sources.
- Track referral status, follow-up dates and outcomes.
- Record lost referral reasons and update the register.
Participant Onboarding
- Prepare participant onboarding documents.
- Prepare service agreements using approved templates.
- Prepare consent forms and other required intake documents.
- Follow up missing signatures and documents.
- Send welcome packs and approved service information.
- Create and maintain participant profiles in the system.
- Save documents in the correct folders.
- Make sure participant files are organised and complete.
Accounts and Invoicing Support
- Prepare invoices using approved information and service records.
- Check rostered shifts, timesheets and service dates before invoicing.
- Record plan manager and billing details accurately.
- Send invoices to plan managers, participants or nominees as required.
- Maintain invoice and debtor records.
- Follow up unpaid invoices politely and professionally.
- Escalate large, overdue or disputed invoices to the Director.
- Assist with preparing information for bookkeeper or payroll support.
Timesheet and Payroll Support
- Check timesheets against rosters.
- Follow up missing or incorrect timesheets.
- Flag overtime, kilometre claims, allowances or unusual entries for Director review.
- Prepare payroll support information where required.
- Maintain accurate records for payroll checking.
Systems and Records
- Maintain participant records in ShiftCare or the relevant system.
- Update contact details, plan manager details, service dates and funding information.
- Upload documents and maintain filing systems.
- Follow file naming and document control procedures.
- Assist with system clean-up and data accuracy.
- Support staff with basic system or document questions where appropriate.
Marketing Support and Brand Awareness
- Prepare draft social media posts for Director approval.
- Assist with flyers, brochures and service information packs.
- Support SIL vacancy promotion.
- Assist with website update requests or marketing material updates.
- Maintain simple marketing and referral follow-up records.
- Help share NDMHS values, service information and brand message.
- Ensure no participant or staff photos, stories or testimonials are used without approval and consent.
- Make sure all marketing material is approved by the Director before publishing or sending externally.
Selection CriteriaEssential
- Strong administration and organisational skills.
- Good written and verbal communication skills.
- Attention to detail.
- Ability to use Microsoft Office, email and online systems.
- Ability to follow templates, checklists and procedures.
- Ability to manage confidential participant and business information.
- Good phone and email communication skills.
- Ability to manage invoices, records and follow-up tasks.
- Willingness to learn NDIS systems and processes.
- Current NDIS Worker Screening Check or willingness to obtain.
- Current police check or willingness to obtain.
- Right to work in Australia.
Desirable
- Experience in administration, accounts, invoicing or customer service.
- Experience in NDIS, disability, mental health, aged care or community services.
- Experience with ShiftCare or similar care management software.
- Experience preparing invoices or working with plan managers.
- Experience with social media, Canva, flyers or marketing support.
- Experience maintaining registers, spreadsheets or client records.
- Certificate or qualification in business administration, accounts, community services, marketing or similar.
The Right Person Will Be
- Organised and reliable.
- Good with details.
- Friendly and professional.
- Comfortable with paperwork and systems.
- Able to follow instructions.
- Able to manage multiple small tasks without losing track.
- Respectful and confidential.
- Willing to learn and improve.
- Interested in supporting both service quality and business growth.
Reporting Line
This role reports directly to the Director.
The role works closely with the Rostering Coordinator and Compliance Coordinator.
How to Apply
Please apply with your resume and a short cover letter explaining your experience in administration, accounts, customer service, NDIS services or marketing support.
Pay: $36.00 – $38.65 per hour
Application Question(s):
- Do you have experience working in the NDIS, disability, mental health, aged care or community services sector?
- What interests you about working with NDMHS?
- Are you available to work from our Penrith/Western Sydney office?
- Do you have experience with invoicing, debtor follow-up, administration or marketing support?
Work Location: In person
