Administrator - Inclusion Services

About the Y

At Y Whittlesea, we create a better world with and for young people. Across our Disability Inclusion Services, we work alongside people with disability, families and carers to deliver supports that are safe, reliable and genuinely person-centred.

We’re practical, community-minded, and proud of the way we show up for people. We also take safeguarding seriously and work hard to make sure everyone feels safe, welcomed and respected.

The opportunity

We’re looking for a warm, organised Administrator to join our Disability Inclusion team.

This role is often the first friendly voice people hear when they contact us. You’ll help new participants get started, keep our systems and records in good shape, support NDIS administration and billing, and assist with scheduling so supports run smoothly for participants and staff.

This is not a “rostering officer” position, but scheduling support is an important part of the role. You’ll help match staff to participant needs, respond to changes, and keep the details accurate.

We’re open to either a full-time appointment or a part-time job share arrangement.

What you’ll be doing

You’ll be the person who helps keep everything ticking along, including:

Welcoming and supporting participants and families:

• Responding to enquiries and referrals in a warm and professional way.
• Supporting intake, documentation, consents, and getting services set up.
• Keeping participant information accurate, organised and up to date.

NDIS administration and billing support:

• Supporting billing accuracy, NDIS claiming processes, and payment follow up.
• Working with plan managers and families to resolve queries respectfully.
• Helping with reporting, audits, and improving how we do things.

Scheduling support:

• Assisting with matching staff to participant needs (skills, preferences, risk, availability).
• Managing changes, cancellations and updates to schedules.
• Supporting timesheet and service delivery checks to align scheduling and billing.

Being a great all-rounder:

• Jumping in to support the team with day-to-day admin tasks as needed.
• Helping with onboarding coordination and keeping systems running smoothly.

For more information, check out the position description:

https://ymac.worldmanager.com/go/Q6f242

About you

You’re the kind of person who enjoys bringing order to busy days, notices the details, and genuinely likes helping people. You communicate clearly, stay calm, and you follow things through.

You will ideally bring:

• Experience in administration, coordination, NDIS operations, healthcare, community services, or similar.
• Confidence working with documentation, systems, and day-to-day processes.
• Strong attention to detail and the ability to juggle priorities.
• Friendly, clear communication and a respectful approach with participants and families.
• Confidence with Microsoft 365 and learning new systems.
• A team-first attitude and a practical, can-do mindset.

Experience in the disability or NDIS sector is strongly preferred. While this role will have regular rostered hours Monday-Friday, you will be required to be part of a rotating ‘on call’ roster for out of hours enquiries.

Mandatory requirements

• Employee Working with Children Check.
• NDIS Worker Screening Check.
• Completion of required safeguarding and NDIS orientation training (as part of commencement).
• Victorian Driver Licence.
• Flexibility to support operational needs, including occasional early starts, evenings, or weekends (as required).

Why join us?

• You’ll do work that matters, with a team that genuinely cares.
• A friendly, supportive culture where people help each other.
• Variety in your day, and a role that makes a real difference to how services run.
• Hybrid role with some work from home days each week.
• Salary packaging available, helping you make your pay go further.
• Free gym access at Y Leisure City Epping.

How to apply

Please submit your resume and a short cover letter that tells us:

• Why this role interests you.
• Your experience with administration and/or NDIS processes.
• What you bring to a team supporting participants and families.

Click the ‘apply now’ button to submit your application.

Applications close: 5/02/2026

We encourage you to apply as soon as possible, as screening and interviews may commence prior to the closing date. This position may close early if suitable candidates are identified before the official closing date.

Have a question before applying? Email us at recruitment@ywhittlesea.org.au, or call Linda McKenzie, HR Coordinator, on 03 9407 6220 (we manage all applications through our online portal, so please be sure to apply via this job ad and not by email).

Here’s what our teams say about working at the Y:

https://youtu.be/FuLVNN6R5xA

Child Safeguarding and Inclusion at the Y

Y Whittlesea is committed to safeguarding children and young people and to providing a safe, inclusive environment for all. We welcome applicants from diverse backgrounds, including Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse communities, and people with disability.

To learn more about our screening processes, click here to view our Safeguarding Children and Young People Policy (copy link into your browser):

https://ymca.org.au/about-us/safeguarding-children-young-people/safeguardingresources/

The Y is an equal opportunity employer and is committed to the safeguarding of children and young people.