Virtual Assistants – Scheduling & Rostering (Remote)

To apply, please send us:

• Your most recent CV/resume

• A short 2–3 minute video introduction in English

Requirements:

• Must be based in Bali, Indonesia

• Fluent English with no noticeable accent

Position Overview

The Virtual Community Lead Assistant provides high level administrative, operational and coordination support to the Community Lead.

The purpose of the position is to increase the Community Lead’s capacity by assisting with the day to day oversight of the Support Coordination team, participant administration, staff follow up, NDIS plan monitoring, funding utilisation, reporting, compliance, documentation and general operational responsibilities.

The role acts as an additional layer of oversight across the Support Coordination program by ensuring important tasks are identified, monitored and followed through to completion. The Virtual Community Lead Assistant is expected to work proactively, maintain strong systems of organisation and identify matters requiring attention rather than relying solely on tasks being allocated. This is a trusted position requiring a high level of confidentiality, initiative, organisation, accuracy and accountability.

Client Overview

Choice Community Health is a community health and disability organisation supporting people with disability, psychosocial disability, mental health challenges and complex support needs.

Choice Community Health provides individualised, person centred and recovery orientated services that support participants to strengthen their independence, wellbeing, choice, control and connection with their community. Our approach recognises the individual as the expert in their own life. We work collaboratively with participants, families, providers and community services to support meaningful and sustainable outcomes.

Key Responsibilities

• Provide day-to-day administrative and operational support to the Community Lead.
• Manage task registers, follow-up systems, reminders, and internal tracking processes.
• Monitor outstanding actions, deadlines, and operational priorities.
• Prepare summaries, documents, reports, and information for Community Lead review.
• Assist with team meetings, supervision sessions, management meetings, and participant reviews.
• Record and monitor actions arising from meetings.
• Identify matters requiring management attention and escalate them promptly.
• Assist with calendar management, email organisation, scheduling, and general administration.
• Monitor participant onboarding and commencement processes.
• Check that required participant documentation has been received and correctly stored.
• Assist with preparing Participant Service Agreements.
• Maintain accurate participant records and documentation.
• Record and monitor NDIS plan dates, funding periods, plan expiry dates, and reassessment dates.
• Assist with collecting reports, assessments, and documentation required for NDIS reviews.
• Identify gaps in participant files and follow up with responsible employees.
• Prepare and maintain staff rosters and coordinate participant shifts.
• Monitor unfilled, cancelled, or changed shifts and arrange replacement workers where possible.
• Communicate roster and shift changes with support workers and participants.
• Follow up workers regarding shift confirmations and availability.
• Respond to routine roster and shift enquiries via calls and messages.
• Record important information received through calls, messages, and staff communication.
• Escalate complaints, incidents, serious concerns, and significant rostering issues to management.

Requirements

• Excellent written and spoken English communication skills.
• Strong organisational and administrative skills.
• High attention to detail and accuracy.
• Excellent follow-up and task management skills.
• Ability to manage multiple competing priorities and deadlines.
• Ability to work independently with minimal supervision.
• Strong computer literacy and confidence using online systems.
• Proficiency with spreadsheets, email, calendars, and virtual communication platforms.
• Strong problem-solving and analytical skills.
• Ability to identify issues and escalate matters appropriately.
• Professional and empathetic communication skills.
• Ability to work effectively within a remote team.
• Strong initiative and ability to identify work requiring attention.
• Ability to prepare accurate written summaries and reports.
• High level of confidentiality and professionalism when handling sensitive information.

Preferred Qualifications

• Previous experience in administration, coordination, rostering, support coordination, community services, or a similar role.
• Experience working with NDIS participants or within the Australian disability, mental health, or community services sector.
• Experience with staff rostering and shift coordination.
• Experience working remotely with Australian clients or teams.
• Familiarity with NDIS plans, participant documentation, funding periods, and review processes.
• Experience using task management systems, spreadsheets, CRM platforms, or other online business systems.
• Relevant qualifications in Business Administration, Community Services, Disability Services, or a related field.

Key Competencies

• Organisation and prioritisation
• Attention to detail
• Proactive follow-up
• Professional communication
• Problem-solving and critical thinking
• Time management
• Multitasking
• Initiative and independence
• Confidentiality and integrity
• Staff coordination
• Client and participant service orientation
• Ability to work under pressure
• Ability to identify and escalate risks appropriately

Employment Type : Remote

Full-time