Bookkeeper (Part-Time) – NDIS

ABOUT THE COMPANY

Our client is a South Australian NDIS provider delivering relationship-based disability support across Adelaide and the wider state, including in-home support, social and community participation, mentoring, employment support, transport and respite. With a team of 18 employees and a small head office, they are looking for a dependable, detail-focused part-time Bookkeeper to keep the books clean and current in Xero, keep payroll compliant, and make sure their accountant always has what is needed, on time.

ABOUT THE ROLE

• This role provides consistent, ongoing bookkeeping and finance administration support for the business: reconciliations, BAS preparation, supplier invoices, overdue invoice follow-up, fortnightly payroll preparation, employee onboarding into Xero, and the compliance and company records that sit behind them.

• It starts at 5 hours per week with flexibility to grow to 10 hours as needed. Hours and days are flexible, but the successful candidate must reliably support the fortnightly payroll cycle and be consistently available.

• It is a hands-on, detail-heavy role that suits someone who likes things accurate, organised and on time, who understands award-based payroll and NDIS billing, and who is comfortable picking up the phone or sending a polite but firm follow-up when something is outstanding.

• The role works as the main link between the business and its external accountant, and also liaises with suppliers, employees and government agencies as required.

PRIMARY PURPOSE

To keep the business's financial records accurate, current and audit-ready in Xero, prepare BAS, superannuation, pro-rata long service leave and fortnightly payroll accurately and in line with the SCHADS Award, maintain registrations and compliance records (including Portable Long Service Leave and ASIC), and ensure the accountant is always supported with organised, complete documentation.

▸ Bookkeeping & Reconciliation (Weekly)

• Reconcile bank accounts, credit cards and receipts in Xero on a regular schedule

• Code and review transactions accurately, and resolve unreconciled items and queries promptly

• Prepare and organise financial records for the accountant

▸ BAS, GST, Superannuation & Long Service Leave

• Prepare Business Activity Statements (BAS) accurately, with correct GST treatment, ready for review and lodgement

• Prepare superannuation payments and reconcile super liabilities

• Prepare pro-rata long service leave calculations and accruals for employees

▸ Accounts Payable & Receivable

• Process supplier invoices and maintain accurate supplier records

• Follow up outstanding invoices and overdue payments, by email and phone, in a professional and persistent way

• Use NDIS support item codes correctly when invoicing and coding NDIS income, so that billing and reconciliations match

• Keep aged receivables under control and flag at-risk accounts to management early

▸ Payroll Administration & Employee Records (Fortnightly)

• Assist with payroll administration, timesheet reviews and preparation of the fortnightly pay run for approximately 18 employees

• Apply the SCHADS Award correctly (pay rates, penalty rates, allowances and shift loadings) and flag award queries before the pay run is finalised

• Support the onboarding of new employees into Xero and maintain accurate employee records

• Handle payroll and employee information with strict confidentiality

▸ Compliance & Company Records

• Lodge and maintain Portable Long Service Leave (PLSL) registrations and reporting under the South Australian Community Services scheme

• Maintain ASIC, compliance and company records

• Keep registers, renewals and key compliance dates organised and on the radar

▸ Accountant Liaison & Document Collection

• Collect and organise documents requested by the accountant, including financial statements, tax returns, constitutions and company records

• Liaise with accountants, suppliers, employees and government agencies as required

▸ Filing & Records

• Maintain organised digital filing systems and business records, so anything can be found quickly

▸ Working Hours

• Initially 5 hours per week, with flexibility to increase to 10 hours per week as needed

• Flexible days and times agreed with the client (AEST), with priority given to candidates who can reliably support the fortnightly payroll requirements and provide consistent ongoing support

• 3+ years of hands-on bookkeeping experience in Australia, with Xero as the primary accounting platform

• Proven experience reconciling bank accounts, credit cards and receipts in Xero accurately and on a regular schedule

• Experience preparing Business Activity Statements (BAS) and managing GST in Xero, with a high standard of attention to detail

• Working knowledge of Australian payroll administration for fortnightly pay runs (timesheet review, payroll preparation, superannuation, PAYG and Single Touch Payroll), ideally in Xero Payroll

• Payroll experience under an Australian modern award with shift work, penalty rates and allowances, with working knowledge of the SCHADS Award strongly preferred, to keep pay compliant for a team of 18 employees

• Able to prepare pro-rata long service leave calculations and accruals, and to prepare and reconcile superannuation

• Experience processing supplier invoices (accounts payable) and maintaining accurate, audit-ready records

• Comfortable following up outstanding invoices and overdue payments with clients by email and phone

• Experience onboarding new employees into Xero and maintaining accurate employee records

• Able to prepare, organise and hand over complete financial records and supporting documents to an external accountant

• Strong digital filing discipline (organised, consistent, easy for others to find and audit)

• Excellent written and spoken English, comfortable liaising with accountants, suppliers, employees and government agencies

• High standard of confidentiality and discretion when handling payroll and employee information

• Available for consistent, ongoing part-time hours (initially 5 hours per week, able to increase to 10 as needed), including reliable availability to support the fortnightly payroll cycle

• Familiarity with NDIS support item codes and NDIS billing, including how NDIS income is invoiced and coded in Xero

• Direct experience with the SCHADS Award (Social, Community, Home Care and Disability Services Industry Award) for a disability or community services provider

• Experience lodging and maintaining Portable Long Service Leave (PLSL) registrations and reporting (the South Australian Community Services scheme is new, so direct experience will be rare)

• Experience maintaining ASIC records, company registers and general corporate compliance documentation

• Prior experience in the community services, disability support or NDIS sector

• Xero certification or experience with complementary tools (for example receipt capture or payroll add-ons)

• Experience working remotely and independently for an Australian business