Operational Funding Specialist

Working at Melba Support Services (Melba) We support people with disability to live the life they want. We have a Zero Tolerance approach to violence, abuse, neglect, and exploitation. Every member of the Melba community is committed to The Melba Way Charter, our vision, purpose and values. Melba aims to create welcoming and respectful workplaces that promote inclusive and collaborative working relationships. For over 50 years Melba Support Services has been providing services to people with disability that focus on supporting people to dream big, embrace life and do what they choose and value. Melba is firmly grounded in upholding human rights and recognises that part of living a happy, healthy life is being independent and being able to do the things that bring us joy. Melba won the 2023 National Disability Award for Excellence in Service Quality. Why Join Us? We are a human-rights, values-based, not-for-profit community organisation committed to providing services that support individuals with disability to lead everyday lives of their choice, if this resonates with you, come join us Position Purpose This role is responsible for reviewing, analysing, developing and coordinating tailored and high-quality Supported Independent Living (SIL), Disablity Support for Older Australians (DSOA), and High-Intensity NDIS submissions, ensuring alignment with individuals' support needs and maximising funding outcomes. It involves evaluating evidence, analysing NDIS plans, and supporting accurate rostering and billing practices. The position collaborates closely with internal stakeholders, people supported, families, and Support Coordinators to develop and validate Rosters of Care, interpret financial data, and ensure compliance with NDIS requirements. Additional responsibilities include maintaining documentation for audit readiness, delivering training and resources to build financial literacy, and driving continuous improvement in submission and funding processes. Funding Specialists will also play a key role in ensuring people supported plans, Rosters of Care (RoCs), and Programs of Support (POS) are financially sustainable, compliant, and aligned with service delivery. Working closely with Operations, Finance, and Optimisation teams, they interpret NDIS plans, complete submissions, and safeguard organisational sustainability through accurate costing, documentation, and advocacy. What you will be doing (Key accountabilities) NDIS Submissions & Roster of Care (MROS) Development Develop comprehensive and accurate SIL / DSOA submissions and Melba Rosters of Support (MROS) that align with people supported goals, routines, and approved funding. Collaborate with internal and external stakeholders to ensure submissions accurately reflect individual needs and are financially viable. Evaluate evidence and supporting documentation to justify funding requests and maintain compliance with NDIA standards. Obtain required approvals and ensure all supporting evidence is current and consistent across documentation. Ensure all documentation and approvals are accurate, current and audit-ready. Planning & Funding Management Analyze and assess new people supported plans and changes to ensure funding accuracy and alignment with service delivery. Review and update Rosters of Care and POSs in response to plan changes, ensuring viability and people supported support ratios are adequate. Prepare Community Participation (CP) quotes and funding breakdowns to support plan reviews and renewals. Complete yearly POS reviews and costings to ensure ongoing sustainability and correct claiming. Funding Analysis & Financial Alignment Partner with Finance and Billing teams to ensure RoCs and POSs align with funding allocations and services delivered. Analyse submission responses to ensure cost neutrality, accuracy, and sustainability. Provide insights and financial modelling to support viability assessments and operational decisions. Identify and report on over- or under-utilisation risks and recommend adjustments to optimise funding use. Contribute to decision making through the provision of accurate cost and utilisation analysis Monitoring, Reporting & File Management Maintain up-to-date records and tracking tools (e.g. Smartsheet) to monitor plan review cycles, submission progress, and documentation status. Ensure all documentation, versions, and communications are stored in accessible, audit-ready locations. Provide regular updates and reports to leadership on submission status, funding changes, and risks. Billing Strategy & Support Work collaboratively with Finance and Billing to ensure accurate claiming across SIL, CP, and High-Intensity supports. Support quoting for other core supports and assist stakeholders to navigate complex billing and plan-funding issues. Investigate irregular trackers, exhausted CP funds, or data discrepancies and provide corrective advice. Ensure all billing processes comply with NDIS guidelines, Pricing Arrangements, and Melba policy. Stakeholder Engagement & Advocacy Build and maintain effective relationships with individuals, families, Support Coordinators, and internal teams throughout the process. Advocate for appropriate funding levels and ensure people supported goals are accurately represented. Liaise and collaborate with Roster Review teams and Outcomes to ensure staff rosters reflect approved supports, updated routines, and plan outcomes. Deliver or contribute to training and guidance materials that build financial literacy and operational understanding. Issue Resolution & Risk Management Investigate and propose resolutions for funding discrepancies or issues raised by NDIA / AGDH and ensure timely resolution. Proactively identify risks or submission challenges, providing mitigation strategies and escalation where required. Maintain transparent communication with all stakeholders to minimise financial and operational risk. Compliance & Continuous Improvement Maintain current knowledge of NDIS Pricing Arrangements, compliance standards, and submission requirements. Ensure consistent use of up-to-date templates, documentation, and internal guidelines. Contribute to continuous improvement initiatives and system / process updates that enhance efficiency and accuracy. Participate in reviews, audits, and system testing activities to improve quality and reliability. Responsive Communication & Flexibility Respond promptly to internal and external queries with clear, accurate, and professional information. Adapt practices in response to changes in NDIA processes or organisational priorities. Support other projects or initiatives related to funding, submissions, or service sustainability as required. Your Background (Skills and attributes) Advanced NDIS / Disability services knowledge including Supported Independent Living Advanced knowledge of SIL submissions including NDIA templates and guidelines Specialist knowledge and deep understanding of NDIS funding, pricing arrangements, and billing models (SIL, DSOA, CP, High-Intensity). Experience in NDIS funding, costing, or operational roles within disability or community sectors. Knowledge of the Disability Support for Older Australians Program A commitment to the promotion of self-advocacy, human rights and zero tolerance practices Understanding of, and a commitment to, the values and goals of the organisation Excellent interpersonal and collaborative skills, with the ability to develop successful relationships with all stakeholders. High level written and verbal communication / presentation skills. High level organisational and time management skills including a proven ability to prioritise, work to deadlines, manage multiple tasks and work autonomously. Excellent attention to detail Work in a team that collectively aspire to have our workforce reflect the diversity of the community. Requirements A current NDIS Worker Screening and Working with Children Check. The ability and relevant driver's license to perform travel for work purposes as required. Compliance with OHS&W regulations, legislation, and Policies and Procedures is required. Successful completion of pre-employment safety screening checks, mandatory training, and their subsequent renewals is necessary. Occupation Health Safety and Wellbeing (OHS&W) Take reasonable care for their health, safety, and wellbeing and that of others. Observe safe systems of work. Follow OHS&W policies and procedures. Report hazards, near misses and incidents in accordance with the agreed incident reporting system. Contribute to a positive culture in relation to OHS&W and participate in consultative structures. Inclusion at Melba Melba Support Services recognises the contribution that a diverse workforce makes to continuous improvement and service delivery and is an Equal Opportunity Employer. Melba Support Services values diversity and encourages applications from Aboriginal and Torres Straight Islanders. People with disabilities and from culturally and linguistically diverse backgrounds are also encouraged to apply. Melba Support Services is committed to making reasonable adjustments to the recruitment process and day-to-day work. As a provider of supports and services to children, Melba is committed to ensuring that every child feels safe and respected. All Melba staff and volunteers have a responsibility to make sure that children's wellbeing and safety comes first, that they are supported to achieve their potential, respected, and protected from abuse and neglect. #J-18808-Ljbffr