Virtual Assistant (VA) – HR & Rostering Specialist

Job Description

We are seeking a detail-oriented and proactive Virtual Assistant (VA) to manage and oversee HR tasks and rostering duties supporting an NDIS / Healthcare provider client in Australia.

The VA will work closely with an external Australia based HRconsultancy to ensure compliance with Australian labour laws and NDIS standards. This role requires an efficient individual contributor who has background in supervising support workers during their shifts, ensuring duties are executed as per job descriptions and clients care plans, managing rostering tasks via Brevity software, facilitating staff training on client care plans and critical professional skills, onboarding new employees, and maintaining compliance with organizational policies.

KEY SKILLS AND COMPETENCIES :

Top candidate for the role has at least 1-2years minimum Virtual Assistant experience working for an (Australian) NDIS/Healthcare provider

1-2 years Experience as HR (Generalist), particularly within the NDIS sector, is highly desirable.

Strong knowledge of Australian labour laws and NDIS Healthcare requirements

Proficiency in Brevity rostering software will be an advantage.

Exceptional communication skills, both written and verbal.

High attention to detail and the ability to manage multiple tasks simultaneously.

Strong problem-solving skills and the ability to work autonomously.

JOB QUALIFICATIONS:

Diploma or higher qualification in Human Resources, Business Administration, or a related field (preferred).

Relevant experience in HR and rostering roles, ideally within the NDIS framework.

Demonstrated experience working remotely and managing virtual HR operations.

Additional Requirements:

Reliable internet connection and suitable remote workspace.

Availability to monitor live updates during shifts as required.

Key Responsibilities:

Human Resources Management

1. Shift Supervision:

Monitor support workers' execution of duties during shifts via live updates.

Identify non-compliance issues, document in staff supervision forms, and seek explanations from staff for any negligence.

2. Employee Correspondence:

Draft and send correspondence, including warning letters, performance notices, and general HR communications.

3. Performance Management:

Conduct annual performance appraisals for support workers as may be required.

Provide constructive feedback and address any performance gaps in consultation with the Senior Management and where applicable with the external HR firm.

4. HR Compliance:

Work closely with the external HR consultancy to ensure all HR processes comply with Australian labour laws and NDIS standards.

Training and Induction

1. Induction of New Staff:

Conduct onboarding and induction sessions for new staff to familiarize them with organizational policies, procedures, and expectations.

Ensure all new employees have read and understood policies, completing any required acknowledgment forms.

2. Client Care Plans:

Train support workers in understanding and implementing individualized client care plans.

3. Ongoing Professional Development:

Facilitate ongoing professional development for staff by reviewing critical topics such as managing seizures, diabetes, choking, and other health-related emergencies through pamphlets, fact sheets, and training sessions.

4. Policy Updates and Memos:

Regularly update staff on changes to policies and procedures through memos, briefings, and communication sessions.

Rostering & Timesheets (via Brevity)

1. Rostering:

Prepare and manage monthly rosters to ensure adequate staffing.

Handle cancellations promptly by contacting and updating relief workers.

Ensure rosters align with NDIS participant care plans and support worker availability.

2. Timesheets Approval:

Review and approve timesheets for support workers, ensuring accuracy and completeness.

Liaise with the finance team (if applicable) for payroll processing.

Privacy and Confidentiality

Strictly uphold privacy and confidentiality in handling staff and client records, ensuring compliance with relevant laws and regulations.

General Administration

Maintain organized records of all HR, training, and rostering activities.

Communicate effectively with the external HR consultancy and internal team.

Stay updated on changes to NDIS guidelines and Australian labour laws to ensure compliance.

Other HR and/or rostering tasks as apply

Benefits:

Flexible working hours.

Permanent Dayshift - Work from Home job

Opportunity to work with a dynamic team and contribute to the growth of a vital Healthcare Australian sector.

Professional development opportunities.

HMO on your first year