06/06/2026
🌟 We’re Hiring: Administration, Intake & Executive Support Officer 🌟
Location: Canberra — face-to-face role
Hours: Starting at 15 hours per week, with room to grow for the right person
Start: As soon as possible
Interviews: Next week
CAAPS is growing, and we’re looking for a highly organised, people-focused, fast-thinking admin legend to join our Canberra team.
This is a face-to-face role, so we are looking for someone based in Canberra who can work directly with our team in person. This is not a virtual assistant or remote-only position.
If you love being the calm in the chaos, enjoy helping people, and can juggle phones, emails, calendars, people, paperwork, systems, spreadsheets and a few “can you just quickly…” moments without losing your sparkle, this might be your kind of role.
A little about CAAPS
CAAPS is a Canberra-based, nationally operating, NDIS-registered provider specialising in Positive Behaviour Support, Functional Behaviour Assessments, workplace accessibility, training and capacity-building supports.
We work with participants, families, schools, workplaces, support coordinators and professionals to create safer, more inclusive and more supportive systems for people with disability.
Our work is evidence-based, trauma-informed, person-centred and rights-based. We are a growing, values-led team of around 10 staff who care deeply about quality, inclusion, accountability and doing work that matters.
About the role
This is a hands-on administration, intake, executive support, team support and compliance support role. No two days will look exactly the same, but your tasks may include:
✨ Answering calls and emails from participants, families, support coordinators, schools, workplaces and referrers
✨ Being a warm, professional first point of contact for CAAPS
✨ Gathering and recording participant intake information accurately
✨ Tracking referrals, enquiries, follow-ups and next steps
✨ Supporting participant onboarding, documentation and internal intake workflows
✨ Managing calendars, appointments, reminders and scheduling changes
✨ Providing executive support to the Director, including task tracking, inbox support, documents and follow-up reminders
✨ Supporting a team of around 10 staff with day-to-day administration needs
✨ Assisting with staff onboarding, induction tasks, forms, checklists and system access
✨ Maintaining staff records, training trackers and internal HR/admin documents
✨ Supporting internal audit and compliance monitoring, including registers, checklists, records and due dates
✨ Helping monitor policy, procedure, training, documentation and quality requirements
✨ Managing email inboxes and keeping communication flowing
✨ Organising Google Drive folders, documents, templates and shared files
✨ Updating Excel spreadsheets, trackers and admin systems
✨ Preparing basic correspondence, forms, checklists and admin documents
✨ Liaising professionally with families, providers, support coordinators, staff and external stakeholders
✨ Handling confidential participant, family and staff information with care and discretion
✨ Learning about government tender processes and assisting with preparation, document gathering and submission tracking over time
✨ Helping improve systems, processes and workflows as CAAPS continues to grow
You’ll be a great fit if you are:
✅ Warm, professional and confident speaking with people by phone and email
✅ Highly organised and able to manage competing priorities
✅ Comfortable in a fast-paced environment
✅ Skilled with Excel, email, calendars and Google Drive
✅ Detail-focused, proactive and reliable
✅ Able to handle sensitive information with maturity and discretion
✅ Resilient, calm under pressure and able to manage emotionally sensitive conversations professionally
✅ A strong communicator with excellent customer service skills
✅ Comfortable supporting both participants and internal staff
✅ Interested in the NDIS, disability, allied health or community services sector
✅ Willing to learn compliance processes, internal audit requirements and government tender processes
✅ Someone who brings good energy, common sense and a “let’s sort it out” attitude
Experience with NDIS, allied health, disability, mental health, medical reception, support coordination, community services, compliance admin, HR admin, internal audit support or team administration would be highly regarded.
You don’t need to know everything on day one, but you do need to be switched on, kind, organised, tech-confident, resilient and willing to learn. We can teach systems. We can’t teach care factor.
Why join CAAPS?
Because this is not just another admin job.
You’ll be joining a passionate, growing Canberra-based organisation that cares deeply about people, quality, inclusion and doing work that actually matters. You’ll help keep services moving, support staff to do their best work, and help participants and families get the right support at the right time.
This role has room to grow, and for the right person there is a genuine opportunity to become an important part of CAAPS as we continue to expand.
To learn more about who we are, visit:
www.caaps.com.au
📩 To apply: Please email your resume and a brief introduction to [email protected]
Interviews will be held next week, so please apply as soon as possible.
We can’t wait to meet someone amazing. 💛
Compassionate, evidence-based behaviour support from CAaPS professionals—empowering individuals with autism and diverse needs through tailored strategies, inclusive care, and positive outcomes.
