NDIS PROVIDER STAFFING

NDIS virtual assistants. Compliance-hardened before day one.

ProSource places offshore admin VAs who already know the NDIS sector. Trained in SCHADS and the six operational pressure points crushing provider back offices right now.

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Built for the NDIS Squeeze. Not for the sector two years ago.

Recent NDIS reforms mean tighter compliance requirements, increased enforcement, and shrinking participant plan values with more changes still to come. Your margins are under pressure. Your admin workload isn’t getting any lighter.

ProSource places offshore NDIS admin staff who are certified, compliant, and ready to work. You can focus on running your organisation, not your back office.

SEE HOW IT WORKS

01

COMPLIANCE-HARDENED

Pre-placement NDIS training, signed Code of Conduct, and compliance-hardened contracts, completed before your new team member touches your systems.

02

SECTOR-CERTIFIED

Trained in ShiftCare, Brevity, SCHADS. Not generalist VAs learning the sector on your time and at your risk.

03

EMPLOYER OF RECORD

ProSource handles the contractor management so you’re not dealing with HR, compliance, or contract administration.

04

PRECISION-MATCHED

Five specialist roles designed around the exact operational gaps NDIS providers carry. You tell us the problem. We match the role.

Offshore the Admin. Fund the Care.

Admin and back-office functions that don’t require an Australian worker under the SCHADS Award can be moved offshore at a fraction of the cost, freeing up budget for frontline care staff.

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"Your offshore admin staff will likely be more compliant than your onshore ones."

THE FIVE ROLES

The roles NDIS providers are placing now.

Not generalist VAs who learn the sector on the job. Five specialist roles built around the exact compliance and operational functions NDIS providers need covered.

ROLE 1

Claims & Billing Processing Officer

Evidence verification, claims preparation, and reconciliation

Owns the daily evidence pipeline from shift completion to claim submission. Runs the progress notes quality loop, checking every completed shift for a specific, goal-linked, factual note before the claim is raised. Manages the annual July Price Guide service agreement update cycle end to end.

Good fit for:  Providers managing billing backlogs, high rejection rates, or July compliance pressure.

ROLE 2

Rostering & Scheduling Coordinator

Shift allocation, workforce optimisation, and SCHADS-aware scheduling

Builds and maintains weekly rosters matched to participant needs, support worker qualifications, NDIS Worker Screening Clearances, and SCHADS shift rules. Fills vacancies proactively. Manages cancellations, last-minute changes, and gap-fill communications within your platform’s SCHADS-configured rules.

Good fit for: Providers with 20 or more support workers running manual or semi-manual rosters.

ROLE 3

Compliance Documentation Administrator

Daily notes quality loop, incident management, and audit readiness

Runs the daily progress notes quality-check loop. Manages the incident pipeline from initial log to draft narrative, with deadline tracking for 24-hour notifications and 5-business-day written reports. Maintains audit evidence folders on a rolling 12-month basis. Tracks mandatory training completions, policy version control, and registration renewal windows.

Good fit for: Providers preparing for registration, facing audit windows, or carrying a compliance backlog.

ROLE 4

HR & Worker Screening Administrator

Onboarding coordination, clearance tracking, and certification management

Manages NDIS Worker Screening Check applications, clearance tracking, and certification expiry monitoring for every support worker. Issues proactive 30, 60, and 90-day alerts. Coordinates onboarding documentation checklists and HRIS records. Flags every risk situation before it becomes an audit finding.

Good fit for: Providers with 30 or more support workers, or high turnover managing a continuous onboarding pipeline.

ROLE 5

Intake & Client Services Administrator

Participant onboarding, service agreement management, and budget tracking

Manages the participant intake pipeline from first enquiry to active service delivery. Drafts and maintains service agreements. Owns the annual July Price Guide cycle for every active participant — drafting, sending, chasing signatures, and filing. Tracks plan budgets and flags shortfalls before they occur.

Good fit for: Providers growing their participant base or managing the July service agreement update cycle manually.

Not sure which role fits your gap?

Tell us your biggest admin problem and we’ll match you to the right role.
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A proven process for NDIS placement.

End Result: Compliant, placed, and productive from week one.

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1. UNDERSTANDING YOUR OPERATION

We consult with you to map your specific compliance gaps and admin load. We ask the right questions, your rostering setup, your care management platform, your audit history, your staffing numbers. We understand your NDIS operation before we start looking.
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2. NDIS-CERTIFIED MATCHING

We source from our vetted network for the specific role you need. Every candidate is assessed against your platform environment, your participant cohort, and the exact compliance obligations the role will carry. Shortlisted candidates are trained in SCHADS, and your software stack before interview.
Step Ellipse 3

3. COMPLIANT FROM DAY ONE

Your new team member completes pre-placement NDIS compliance training before touching your systems. Signed NDIS Code of Conduct on file. Compliance-hardened contract in place. Onboarded into your platform. Ready to work, not learning at your expense.

Software your VA will know on day one.

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Here's what makes us different.

At ProSource, we place offshore admin contractors trained specifically for NDIS operations. Not generalist VAs who need months of coaching. Not a compliance risk you manage alone. Sector-fluent, platform-certified, and compliant from the first shift.
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NDIS-TRAINED STAFF

Sector-specific compliance training completed before day one. Code of Conduct, data protection, and role-specific operational standards.
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SCHADS-AWARE

Rostering and scheduling staff trained in SCHADS penalty rate structures. They work within your platform’s configured award rules — accurately, not conservatively.
Compliance Hardened Contracts

Compliance-Hardened Contracts

Employment terms designed for the NDIS regulatory environment. NDAs, data protection clauses, and role-specific compliance obligations baked in.

Free Contractor Replacement

Free Contractor Replacement

If a placement isn’t the right fit, we find you another at no cost. You get continuous support, not a gap in your back office.

Employer of Record

Employer of Record

We manage the employment relationship so you don’t have to.

Every ProSource NDIS placement includes:

01

PRE-PLACEMENT NDIS COMPLIANCE TRAINING — COMPLETED BEFORE DAY ONE

02

SIGNED NDIS CODE OF CONDUCT — ON FILE FOR EVERY PLACEMENT

03

COMPLIANCE-HARDENED EMPLOYMENT CONTRACT

04

EMPLOYER OF RECORD (EOR) — WE MANAGE THE EMPLOYMENT RELATIONSHIP SO YOU DON’T HAVE TO

Real results from real back offices.

“We had tried a generalist VA before and it just didn’t work — they didn’t know what SCHADS was, let alone how to apply it. ProSource was completely different. Our rostering coordinator knew the system on day one.”

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NDIS Provider — NSW

“The compliance training ProSource put our VA through before they started was more thorough than what most of our onshore staff had done. That said a lot.”

Provider Name
NDIS Provider — NSW

THE FIVE ROLES

The roles NDIS providers are placing now.

No — and that is the correct answer. myID/RAM requires Australian government identity documents. Offshore staff cannot obtain myID accounts. All portal submissions are handled by your onshore authorised users. Offshore staff prepare and quality-check. Onshore staff submit. This is the compliant workflow, not a limitation.
They are trained before placement. Rostering coordinators understand SCHADS penalty rate structures and work within your rostering platform’s configured award rules. They do not interpret the award independently, that is your payroll function. They work within it accurately.
Yes, contractors come pretrained and have experience with the following software your company uses such as ShiftCare, Brevity, Caremaster, ClinicComply, Xero, DocuSign. ProSource certifies staff in the platforms your organisation uses before placement begins. No learning-on-the-job at your cost.
ProSource staff operate under NDIS-grade data protection clauses, signed NDAs, and role-specific data handling protocols. Participant information is treated under the same obligations your onshore team carries, including the 2-hour breach escalation protocol.
Managed correctly, no. The risk is offshore staff who have not been trained for NDIS. Every ProSource placement completes the NDIS Code of Conduct module and role-specific pre-placement training before day one.

Ready to fix your back office?

Book a discovery call. We’ll map your current admin load against the roles that solve it. No pitch.
Just a straight conversation about what you need and whether we’re the right fit.

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