• Part-Time / Casual
• 3 days per week
• North Melbourne (Hybrid)

Wild At Heart is an artist-led music organisation driving cultural equity from the ground up. We work alongside artists with disability, mental illness, neurodivergence and gender diversity to create original music, develop professional pathways and shift the bar on who gets to participate in the music community and industry.

We are seeking a highly capable Business and Operations Administrator to take the lead with our financial administration, NDIS billing, compliance systems and day-to-day organisational operations.

This is a key role in a small organisation where accuracy, reliability and systems thinking directly support artists and programs.

The Role

The Business and Operations Administrator is responsible for the financial administration, NDIS administration, compliance and operational systems of Wild At Heart.

Working closely with the Executive Officer, and with our Accountant and Auditors, the role ensures the organisation operates efficiently, meets its legal and contractual obligations, maintains accurate financial and participant records, and has robust systems to support staff, artists, participants, projects and organisational sustainability.

This is a hands-on role requiring strong attention to detail, initiative and the ability to work independently.

Key Responsibilities

Financial Administration

• End-to-end financial processing using Xero
• Payroll, superannuation, GST and bank reconciliations
• Invoicing, payments and financial reporting
• Budget tracking and cashflow support
• Liaison with accountants and auditors

NDIS Administration & Billing

• Manage participant records and attendance systems
• Process NDIS invoices and claims accurately and on time
• Monitor funding usage, claims and payment discrepancies
• Ensure compliance with NDIS pricing and reporting requirements

Compliance & Governance

• Maintain compliance with ACNC, taxation and funding obligations
• Maintain organisational policies, registers and governance records
• Support Board reporting and documentation

Operations & Systems

• Maintain organisational systems, databases and filing
• Manage insurance, tenancy, utilities and subscriptions
• Improve workflows and administrative systems

HR & Project Support

• Support recruitment documentation, onboarding and personnel records
• Assist with project administration, reporting and acquittals

Risk Management

• Support organisational risk management processes and reporting including protecting organisational assets, information and data.

About You

You are someone who enjoys bringing order to complexity and takes pride in accurate, well-run systems. You are comfortable working independently and managing multiple responsibilities across finance, compliance and operations.

You will bring:

• Strong financial administration experience (Xero essential)
• Experience with NDIS billing and participant administration
• Confidence working in compliance-heavy environments
• Excellent organisation and attention to detail
• Strong communication skills
• Ability to work independently in a small team environment

Highly Desirable

Wild At Heart strongly encourages applications from people with disability, mental illness, neurodivergent people, LGBTQIA+ people, First Nations people and people from culturally diverse backgrounds who meet the selection criteria for the role.

Essential Requirements

• Experience in finance, business or operations administration (NFP/community sector preferred)
• Advanced Xero experience (payroll, GST, reconciliations, reporting)
• NDIS administration experience (billing, attendance, claims)
• Strong understanding of compliance and governance requirements
• High-level digital administration skills (Microsoft 365, Google sheets, databases)
• Excellent communication and organisational skills
• Ability to work independently and manage competing priorities
• Commitment to inclusion and accessibility in community settings

Desirable

• Experience in disability, mental health or community arts sectors
• Grant administration or funding acquittals
• Relevant qualifications in finance, bookkeeping or business administration

Why Work With Us

You’ll be part of a fantastic team of artists supporting a large cohort of musicians and artists working at the intersection of music, disability justice and cultural equity. Your work will directly support artists creating original music and participating in the industry on their own terms.

next steps

To submit your application, please click 'Apply Now' by the closing date.

A position description is attached.