NDIS Intake and Referrals Coordinator
A coordinator who turns referrals into ready-to-serve participants, so nothing stalls between the first call and the first service.
- Engagement
- Full-time, managed Employer of Record
- Working hours
- Full-time, with core overlap across Australian Eastern business hours
- Experience level
- Two or more years in intake, coordination, or disability or health administration. Mid-level.
- Referrals logged and triaged on arrival
- Participant records and service agreements set up in the system
- Intake documents collected, checked, and filed
- Referrers kept updated through the intake pipeline
- Weekly intake and conversion reporting
- An NDIS client management system, for example Lumary, ShiftCare, or Brevity
- Microsoft 365
- Outlook and Teams
- A shared inbox and CRM
Why this role exists
A referral that sits is a participant lost and a referrer who learns not to bother. Intake is steady, process-driven work: logging the referral, setting up the record, collecting consents and documents, and keeping everyone informed until the first service is booked.
A dedicated intake coordinator holds that pipeline so referrals convert quickly and your frontline staff are not pulled into onboarding admin.
A day in the role
- Triage the morning's referrals and log them against intake criteria.
- Set up two new participant records and request the outstanding consents.
- Coordinate first-service scheduling between a family and the support team.
- Update referrers on where their referrals sit in the pipeline.
What good looks like at 90 days
Referrals are triaged the day they arrive, participants reach their first service with a complete file, referrers hear back without chasing, and the intake pipeline is accurate enough to forecast from.
Sector context
This role sits inside our NDIS and disability support sector work, alongside rostering, claiming, and compliance support.
The Arcbridge difference
You direct the work. Arcbridge holds the employment.
Australian workplace law considers the real working relationship between a business and a worker, not only the contract label. Where an Australian business directly engages an offshore contractor and the practical working relationship resembles employment, classification and Fair Work questions can arise. The Fair Work Commission has scrutinised arrangements of this kind.
Arcbridge is designed to reduce the practical risks of informal offshore contractor arrangements by placing employment, payroll, leave, HR administration, and employment-side process inside a managed structure. Arcbridge or its nominated employment entity employs the team member. The client receives capability and outputs through a service agreement rather than directly engaging an offshore worker.
This is the difference between an informal offshore engagement and a structured offshore team. It is general information only, and is not a substitute for tailored legal, workplace relations, tax, or migration advice on a client's specific arrangements.
Core responsibilities
- Log and triage incoming referrals against intake criteria
- Set up participant records and service agreements in the system
- Collect and check intake documents, including consents and plans
- Coordinate intake scheduling between participants, families, and staff
- Keep referrers updated as participants move through intake
- Maintain an accurate intake pipeline and waitlist
- Produce weekly intake and conversion reporting
What this role is not
Clear scope protects the placement. These sit outside this brief, and we will say so before a call rather than after.
- This role coordinates intake to your process. It does not assess eligibility or make funding decisions, which sit with you and the scheme.
- It is not a clinical role and makes no clinical judgements.
- It does not provide advice to participants on their plans or supports.
Best-fit profile
- Two or more years in intake, coordination, or healthcare or disability administration
- Warm, clear communicator, comfortable with participants and families
- Strong written English and accurate record keeping
- Calm handling of sensitive personal information
What Arcbridge screens for
Depth is the differentiation. These are the capabilities we test before a name reaches your shortlist.
Coordination under load
We test the ability to keep many referrals moving without dropping anyone, because a slow intake loses both participants and referrers.
Empathy with structure
We screen for a warm manner paired with the discipline to follow an intake process to the letter.
Written English
We assess clear, considerate written communication with participants, families, and referrers.
Handling sensitive data
We look for sound judgement and discretion with participant health and personal information.
How we measure success
The signals we hold this role to. These are quality and throughput measures the team member owns, not promises about your commercial results.
- Referrals triaged within agreed timeframes of arrival
- Intake documents complete before first service
- Referrers updated at each stage without prompting
- Accurate intake pipeline and conversion reporting each week
Who holds what
The managed structure is the point. You direct the work and own the outputs. Arcbridge holds the employment relationship and everything that comes with it.
You direct
- Your intake criteria, consents, and the standards a file must meet
- How participants and referrers are communicated with
- Which referrals and services take priority
Arcbridge holds
- The employment relationship, payroll, and superannuation equivalent
- Leave, performance management, and HR administration
- Onboarding, equipment, and day-to-day pastoral support
The commercial case
A fast, reliable intake converts more referrals into participants and builds the referrer relationships that drive growth. A dedicated coordinator holds that pipeline so it never stalls. The managed structure provides the capability without directly engaging an offshore worker.
Other NDIS and Disability Support roles
Roles in the same sector that share systems, working hours, or buyer profile.
NDIS Claims and Billing Administrator
An administrator who keeps NDIS claiming accurate and on time, so revenue lands and rejections do not pile up.
View this roleFull-time, managed Employer of RecordNDIS Quality and Compliance Administrator
An administrator who keeps quality and compliance records audit ready, so an audit is a print-out, not a panic.
View this roleFull-time, managed Employer of RecordNDIS Rostering and Scheduling Officer
A scheduling officer who keeps shifts filled and rosters tidy, so participants get continuity and support workers get certainty.
View this roleTalk through this role
Place a Intake Coordinator.
Send the role brief or describe the work you need covered. We will confirm whether the role fits the Arcbridge model and arrange a 30-minute discovery call within one business day.
This document is general information only and is not legal, migration, registration, clinical, or tax advice. Arcbridge candidates are employed by Arcbridge or its nominated employment entity. The client receives managed offshore support aligned to the agreed role profile, hours, service fee, and reporting arrangements.