About the Role
The Administration Officer is a central part of how Safe Hands operates day-to-day. You'll support our coordination team and management with scheduling, client records, intake administration, correspondence, and general office tasks - helping ensure the organisation runs smoothly so our frontline team can focus on participant outcomes.
This is a part-time position based in Newcastle. We're looking for someone who is organised, warm, and comfortable working in a small team environment where every role matters. Experience in disability, health, or community services administration is highly valued but not required - the right attitude and skills will carry a lot.
Key Responsibilities
- Manage incoming phone calls, emails, and general enquiries from clients, families, and service providers
- Coordinate scheduling for support workers, allied health practitioners, and participant appointments
- Process new client intake referrals and maintain accurate, up-to-date client records
- Prepare and distribute correspondence, reports, letters, and documentation for the team
- Maintain digital and physical filing systems in line with privacy legislation and organisational policy
- Assist with invoicing, billing records, and NDIS claim administration
- Order and manage office supplies and equipment
- Support onboarding administration for new staff (checklists, records, compliance documentation)
- Assist with coordination of team meetings - agenda preparation, minutes, and follow-up actions
- Handle sensitive information with discretion and professionalism at all times
- Provide general administrative support to management as required
Essential Requirements
- At least 2 years' experience in a general administration, receptionist, or office support role
- Strong written and verbal communication skills
- High attention to detail and strong organisational skills
- Ability to manage multiple tasks and competing priorities
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
- Discretion and professionalism when handling sensitive client information
- Understanding of - or willingness to learn about - the NDIS
Software tools you'll use:
Desirable (Not Essential)
- Experience in a disability, aged care, health, or community services administration environment
- Familiarity with NDIS billing, price guides, or claims processing
- Experience with case management or client record systems
- Certificate III or IV in Business Administration
- Experience using NDIS portals or myplace provider portal
What We Offer
Competitive hourly rate - based on your experience and qualifications, reviewed at 6 months
Part-time hours - currently 3-4 days per week with potential to grow as the organisation grows
Collaborative team environment - work closely with a small, supportive team who value your contribution
NDIS sector training - we'll support you to build knowledge of the NDIS and disability sector
Leave entitlements - pro-rata annual, personal, and carer's leave in line with the NES
Meaningful work environment - work at the heart of an organisation that genuinely cares about participant outcomes
About Safe Hands
Safe Hands is a Newcastle-based NDIS support coordination organisation. We connect people with disability with the providers and supports they need, and our administration team makes all of that possible behind the scenes. If you're looking for a role that makes a real difference - even from behind a desk - this is it.
Inclusive employer: We strongly encourage applications from people with disability, First Nations peoples, LGBTQIA+ individuals, and people from culturally and linguistically diverse backgrounds.
How to Apply
Apply via our careers portal or email your resume and a brief cover letter to [email protected] with the subject line "Application - Administration Officer".
In your cover letter, tell us about your administration experience and why you're interested in working in the disability sector. We respond to every application within 5 business days.
Questions? Call us on 0485 553 397 (Mon-Fri, 9am-5pm).