An NDIS virtual assistant for your back office

What an NDIS admin assistant does, from referral to claim

Service delivery creates a constant flow of paperwork. When coordinators and team leaders do it all themselves, it eats into time with participants and workers. An NDIS admin assistant keeps each stage of the back office moving:

• Intake: log referrals and enquiries, request what your intake checklist needs, and set up participant records.
• Agreements: populate your approved service agreement templates for your team to review and sign.
• Rostering: enter roster changes and worker availability, send approved shift updates, and check timesheets and shift notes against the roster.
• Claiming: prepare invoice and claim data against the service agreement, reconcile payments and follow up rejected or unpaid claims.

They also track worker screening, training and other staff documents before they expire. Our page for NDIS providers shows how providers usually divide admin between onshore and offshore staff.

What stays with your team

• Participant relationships, support planning and service decisions
• Approval of service agreements, rosters and claims before they are submitted
• Incidents, complaints and safeguarding matters, which follow your escalation procedure immediately
• Your obligations as a registered or unregistered provider

How we test NDIS administrators

Offshore NDIS admin is often sold as a shared service. We recruit one person for your organisation. Each search typically starts with 1,000+ candidates from job advertising, direct headhunting and referrals through vetted local networks in the Philippines. Of that starting pool, about 40% pass CV and quality screening, 20% the video screen, 10% the practical assessment and 5% the structured interview. Around 2% reach finalist review, and you receive a shortlist of 3–4, usually within about 2 weeks.

The practical assessment could include applying a set of shift changes to a sample roster, then comparing timesheets against a service agreement and flagging the lines that do not match. When you interview, look for accuracy, careful handling of participant details, a clear note explaining each issue, and a candidate who knows when to stop and ask.

What the agency model costs a provider

With a managed agency, you pay a fee every month on top of the administrator’s salary, for as long as they work for you. Staff Domain, for example, publishes $1,099 per person per month, about $13,188 a year, plus $1,200 per hire (checked October 2026). Over three years that is about $40,764 in fees, money that could go to service delivery.

With Tarino you pay a one-time fee, and your NDIS virtual assistant keeps their full salary because you pay them directly. Compare agency fees with a one-time fee, or work out the markup on an admin salary.

Planning the first month and roster cover

Rosters and claims run every week, so plan cover before the start date. Check the Philippines public holidays for 2026 and decide who processes roster changes on those days. Start with intake and timesheet checks, then add claiming once your review process is settled. If phones and family enquiries are the bigger load, a customer service representative may help more; for mixed office work across the business, an admin assistant. Participants and workers deal with the same administrator week to week; more than 95% of Tarino placements are still in the role at 6 months. See how we screen candidates.