HR, Compliance & Executive Administrator

Key Responsibilities

HR Administration & Employee Lifecycle

• Support recruitment administration: forwarding enquiries to the relevant manager, coordinating interview scheduling, and documenting the interview process.

• Coordinate onboarding and offboarding administration, including new starter paperwork, system setup and exit documentation.

• Maintain accurate, up-to-date employee records (personal details, qualifications, training, contracts) across HR and CRM systems.

• Track leave requests and balances, and support leave-related queries and reporting.

• Prepare employment-related documentation such as contracts, certificates of employment and reference checks.

Compliance, Governance & NDIS Administration

• Support back-end compliance and governance across departments in alignment with NDIS auditing requirements, helping keep documents, policies, training/qualification records and consent forms current for staff and clients.

• Maintain compliance documentation and prepare files for audit readiness; review records to identify and close compliance gaps.

• Coordinate time-critical regulatory submissions and renewals (e.g. licences, exemptions, accreditations, annual rates exemptions) across all sites.

• Maintain SharePoint (or equivalent) so compliance and governance documents are current, correctly archived and easy to retrieve.

Payroll & Timesheet Support

• Support the finalisation of timesheets for a high-volume payroll cycle, sourced from Easy Employer, checking rostered versus worked hours and flagging discrepancies before pay run cut-off.

• Assist with processing new starters, terminations, leave and pay variations within the payroll system each cycle.

• Identify manual or repetitive payroll and administration processes and support automation initiatives to reduce errors and turnaround time.

Executive & Calendar Support

• Manage and coordinate the CEO/General Manager's calendar, including appointment bookings and rescheduling clashes or changes.

• Ensure public holidays, important dates and office birthdays are accurately maintained in the calendar.

• Provide general document assistance: checking, e-signing, filling and printing documents for review.

• Coordinate recurring operational orders (e.g. participant vouchers, new starter and participant pack merchandise) and track uniform stock and re-ordering across sites.

• Design and order branded stationery (business cards, cards, flyers) via Canva and Vistaprint.

Board & Governance Support

• Coordinate Quarterly Board Meeting Reports: reset SharePoint folders, follow up outstanding documents from the GM/CEO, Finance and People & Culture teams, format documents, create infographics, prepare final copies, and distribute to Board Members with meeting links.

• Manage Board Member communications: keep members informed of organisational events, meeting logistics, documents and relevant compliance matters.

• Assist with the Annual General Meeting (AGM): help organise the event, create the presentation of annual updates, and support Board Member nomination/renomination processes.

• Take, format and circulate minutes and action items following key meetings, including Management and Board meetings.

Meetings & Internal Communications

• Organise and run the Monthly Managers Meeting: prepare the agenda, share screen and run the meeting, record and take notes, and prepare final minutes for review.

• Coordinate the Quarterly all-staff meeting: create and operate the presentation and record the session.

• Maintain the intranet and internal communications, including events, in-house updates and good-news stories.

Systems & Data Integrity (Lumary Salesforce / Easy Employer)

• Maintain accurate staff and participant data across Lumary (Salesforce), ensuring records stay consistent with Easy Employer and other HR/compliance systems.

• Partner with People & Culture, rostering and finance teams to keep staff records, entitlements and roster configurations correct and current.

• Support testing and rollout of system upgrades or integrations across HR, compliance and payroll platforms.

Marketing, Website & Social Media

• Publish a minimum of three social media posts per week and support advertising campaigns for staff and client recruitment, including basic video/graphic creation, performance analysis and ad refinement.

• Maintain and update the website (content edits and updates), and support a planned broader website overhaul where relevant platform experience (e.g. WIX) exists.

• Collate data and help create the digital Annual Report for publication on the website.

Operations & Service Support

• Manage bookings for the organisation's flexible/day-service space: process required forms, manage room/space calendars, and ensure the website's booking function is maintained and promoted.

• Support project work as required, such as researching suppliers, comparing costs of services and goods, and helping establish processes for new services.

Communication & Stakeholder Support

• Respond to staff HR, compliance, payroll and executive-related queries clearly, professionally and within agreed timeframes.

• Liaise with People & Culture, Finance, Compliance, the Board and site managers across all regional sites.

• Communicate key deadlines (compliance renewals, pay run cut-offs, training expiries, Board dates) and proactively follow up outstanding items.

Continuous Improvement

• Identify and implement opportunities to streamline HR, compliance, payroll and administrative processes and reduce manual processing.

• Document processes and maintain up-to-date standard operating procedures (SOPs) for HR, compliance, payroll and executive administration tasks.

Key Performance Indicators (KPIs)

• HR Administration Accuracy & Timeliness: Onboarding/offboarding, leave and employee record tasks are completed accurately and on time.

• Compliance Currency: Compliance documentation, training/qualification records, consent forms and regulatory submissions (e.g. rates exemptions) are kept current, with no lapses flagged in NDIS-aligned reviews.

• Payroll Support Accuracy: Timesheets are finalised accurately and on time each cycle, with no payroll errors attributable to administrative processing.

• Board & Compliance Reporting Timeliness: Quarterly board packs are collated, formatted and distributed to Board Members with sufficient lead time ahead of each meeting.

• Calendar & Admin Accuracy: The executive calendar is kept conflict-free, with key dates accurately maintained at all times.

• Social Media Consistency: A minimum of three social media posts per week are published on schedule.

• Meeting Support Quality: Minutes and action items from Management and Board meetings are circulated within an agreed timeframe (e.g. within two business days).

• Query Resolution: HR, compliance, payroll and executive queries are acknowledged and resolved within an agreed timeframe.

• Automation & Process Improvement: Measurable reduction in manual processing time or errors through automation initiatives identified and implemented.

Qualifications and Experience

Experience

• 2+ years' experience in an HR administration, compliance administration, Executive Assistant or generalist administration role, ideally within the disability, aged care, NDIS or broader community services sector.

• Experience supporting compliance documentation or audit processes (NDIS or a similar regulated sector) is highly regarded.

• Experience supporting a CEO/General Manager and/or a Board is highly regarded.

• Experience processing or supporting high-volume payroll and timesheets is highly regarded, though this sits alongside the role's broader HR, compliance and executive focus rather than being its primary purpose.

• Experience with Lumary (Salesforce-based CRM) and/or Easy Employer is highly regarded; equivalent CRM and rostering platform experience will also be considered.

• A background in Allied Health or Nursing is highly regarded — clinical or frontline care experience brings valuable understanding of the workforce, compliance requirements and rostering context in a care environment.

Skills

• Exceptional attention to detail and accuracy across HR, compliance, payroll and executive/board documentation — this is a client must-have for the role.

• Strong ability to comprehend and correctly apply policies, procedures, and award/compliance requirements.

• Strong proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint).

• Working knowledge of Adobe (e-signing / PDF editing), Canva and Vistaprint (or similar design and print tools).

• Confident with social media scheduling and basic content creation (graphics/video) for recruitment and community advertising.

• Familiarity with website content management systems; WIX experience highly regarded.

• Excellent written and verbal communication skills, comfortable liaising with staff, managers and Board members.

• Strong organisational and time-management skills, able to juggle recurring HR, compliance, payroll, executive and Board deadlines across multiple sites.

• Proficient with HR, compliance, CRM and payroll/rostering systems, and quick to learn new platforms.

Knowledge

• Understanding of NDIS compliance, governance and auditing requirements (or a comparable regulated sector) is highly regarded.

• Working knowledge of employment law fundamentals (Fair Work Act, National Employment Standards) relevant to HR administration and payroll support.

• Awareness of privacy obligations relevant to handling staff and participant information.

• Understanding of not-for-profit Board governance processes (AGMs, board papers, member communications) is an advantage.