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sydneyhealthcare

Payroll & NDIS Accounts Administrator

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Payroll & Timesheet Compliance Administrator

Timesheets | Allowances | Payroll Readiness | System Accuracy


Sydney Health & Care Services
Full Time - Monday to Friday
Annual salary = $80,008.24 + superannuation

SCHADS - Level 3.1
Laptop and work phone provided
Hybrid/work-from-home day available after successful probation, subject to business needs and approval


About the Role



Working closely with Payroll, Finance, Workforce/Rostering, Operations and Human Resources, you will be responsible for preparing, reviewing, entering and processing standard payroll information in accordance with approved timesheets, rosters, leave records, allowances and established payroll procedures.

The role includes reviewing payroll information for accuracy, entering approved payroll transactions, responding to payroll and accounts-related enquiries, supporting NDIS invoicing processes, and ensuring all payroll and billing information is complete prior to processing.

You will be expected to exercise sound judgement by identifying discrepancies, incomplete information or unusual transactions and escalating these for review before processing. While this role supports the preparation and processing of payroll, any matter outside standard business practice or requiring interpretation, approval or management discretion must be referred to the appropriate manager or authorised officer.



Key Responsibilities

You will support the organisation by:

  • Preparing and processing standard payroll information in accordance with approved payroll procedures.
  • Reviewing and checking employee timesheets prior to payroll processing.
  • Comparing rostered shifts with actual hours worked and identifying discrepancies.
  • Entering approved allowances, overtime, penalties, shift loadings and approved leave into payroll systems.
  • Reviewing sleepovers, active nights, broken shifts, travel, first aid allowances, public holidays, weekend work and other payroll-related items in accordance with approved processes.
  • Checking payroll data for completeness, accuracy and compliance before payroll processing.
  • Identifying missing clock-ins, clock-outs, incorrect hours, duplicate entries or inconsistencies and following up with managers or relevant departments.
  • Responding to payroll and accounts-related emails and maintaining accurate payroll records.
  • Updating payroll information across approved systems including Employment Hero and Xero.
  • Supporting payroll reporting, payroll preparation trackers and payroll documentation.
  • Escalating unusual, unsupported or unclear payroll information before processing.
  • Supporting communication between Payroll, Finance, Workforce/Rostering, HR and Operations.
  • Assisting with continuous improvement of payroll processes, system accuracy and payroll compliance.



NDIS Invoicing Support

You will also assist with NDIS invoicing and billing by:

  • Reviewing service delivery records before invoicing.
  • Checking participant details, support hours, billing information and applicable rates.
  • Ensuring invoicing aligns with approved services delivered.
  • Identifying discrepancies between service records and billing information.
  • Following up missing or incomplete documentation before invoicing or claiming is completed.
  • Supporting accurate NDIS claiming and participant invoicing processes.



About You

You will be successful in this role if you:

  • Have demonstrated payroll administration experience.
  • Have strong attention to detail and excellent organisational skills.
  • Can confidently identify discrepancies, inconsistencies and missing information.
  • Are comfortable processing standard payroll transactions while recognising when matters require escalation.
  • Understand the importance of confidentiality and handling sensitive employee information professionally.
  • Can work effectively to strict payroll deadlines.
  • Have excellent written and verbal communication skills.
  • Are confident using Microsoft Office, Excel, Outlook and electronic payroll systems.
  • Are proactive, organised and committed to maintaining high levels of accuracy.



Essential Experience

Applicants should demonstrate experience in:

  • Payroll administration and payroll processing.
  • Timesheet review and payroll data validation.
  • Employment Hero and Xero payroll systems.
  • Award-based payroll, preferably under the SCHADS Award or similar modern awards.
  • Payroll within disability services, community services, aged care, healthcare or another shift-based workforce.
  • Reviewing allowances, overtime, leave and payroll compliance requirements.
  • Payroll record maintenance and payroll reporting.
  • NDIS invoicing, participant billing and claiming processes.
  • Checking service delivery records against participant billing.
  • Managing payroll and accounts-related correspondence.



Desirable Experience

Experience in the following areas will be highly regarded:

  • HR administration.
  • Employee onboarding and employment documentation.
  • Maintaining employee records and confidential personnel files.
  • Leave administration.
  • Payroll-related HR administration.
  • Workforce rostering or workforce administration.
  • Experience with ShiftCare or similar workforce management systems.



Role Boundaries

This role is responsible for preparing, checking, entering and processing standard payroll information where it aligns with approved records, established payroll procedures and normal business practice.

The role may process approved payroll transactions as part of the standard payroll cycle but is not responsible for making discretionary payroll decisions or approving matters requiring management judgement.

Any unusual, unsupported, incomplete or non-standard payroll transaction, award interpretation, disputed entitlement, employee concern, roster variation, compliance issue or matter outside approved procedures must be escalated to Payroll, Finance, Human Resources or an authorised manager before processing.

The role supports payroll accuracy, compliance, NDIS invoicing and administrative excellence while ensuring all payroll and billing information is accurate, complete and appropriately authorised before final processing.


What we offer

  • Laptop and work phone provided
  • Hybrid/work-from-home day available after successful probation
  • Supportive team environment
  • Opportunity to build strong payroll, rostering and workforce administration skills
  • Meaningful role supporting payroll accuracy, compliance and operational consistency
  • Direct involvement in improving timesheet quality, allowance checking and payroll readiness


How to apply

Please submit your resume and a short cover letter outlining your experience with payroll administration, timesheet checking, allowances, rostering, workforce systems, data accuracy or administration.

In your cover letter, please briefly tell us about your experience reviewing timesheets, identifying errors, checking information before deadlines and managing confidential information.