The HR overhaul that helped Aspire Hub reduce recruitment costs and pass NDIS audits with confidence

From administrative burden to streamlined efficiency

Aspire Hub, a leading NDIS provider, is dedicated to supporting vulnerable individuals through high-quality care services. However, as the organisation grew, so did the complexity of managing HR, compliance, and payroll.

Sindy Rennick, Chief People Officer at Aspire Hub, knew something had to change. “We had many manual processes, a lot of paperwork and no single source of truth for our employee records. It made compliance and payroll a challenge.”

After an extensive search, Aspire Hub transitioned to Employment Hero, an all-in-one HR, payroll, and recruitment platform. The results? A complete transformation of their operations, enabling them to provide even better care to their clients.

Smarter recruitment: finding the best talent faster

Recruiting the right people in the NDIS industry is critical. Aspire Hub needed a system that could streamline hiring while ensuring high-quality candidates were selected efficiently.

Employment Hero’s recruitment module allowed Aspire Hub to post jobs on multiple platforms and track applications seamlessly. “Before Employment Hero, we were posting jobs manually on multiple sites and going back and forth between various platforms. Now, we do it all in one place through the recruitment module and it saves us a lot of time.”

The impact was immediate. The Applicant Tracking System (ATS) brought structure to the hiring process, allowing Aspire Hub to set tailored screening questions and track candidate progress in real-time. “The screening questions have been very useful for us. Instead of spending hours sorting through unqualified applications, we can instantly filter by candidates who meet our criteria,” Sindy noted.

Beyond saving time, this shift enabled the HR team to focus on higher-value tasks. “We’re spending less time on admin and more time on training, development, and improving our processes. That’s had a huge impact,” she added.

SmartMatch: the in-house recruitment agency

One of the biggest game-changers for Aspire Hub was Employment Hero’s SmartMatch feature. The recruitment tool helped the organisation identify the best candidates without expensive job postings.

“SmartMatch has been incredible. It’s like having our own in-house recruitment agency,” Sindy explained. “We had an urgent need for a child safety role in a specific location, and instead of paying hundreds for job ads, SmartMatch surfaced qualified candidates for us instantly and saved us $480 for an ad we would’ve posted.”

SmartMatch doesn’t just speed up hiring, it improves candidate quality. The tool assesses activity, location and skill alignment to present only the most relevant applicants. “We’re not wasting time interviewing people who aren’t the right fit anymore. The candidates SmartMatch finds are genuinely suited to our roles,” Sindy said.

This feature has been so effective that Aspire Hub now uses it as a core part of their recruitment process. “We’ll be using SmartMatch more and more as we grow. It’s efficient, cost-effective and gets us great candidates,” Sindy added.

Achieving 100% in their NDIS audit score with Employment Hero 

Compliance is non-negotiable in the NDIS sector, where regulations are stringent and constantly evolving. Before Employment Hero, Aspire Hub struggled to keep track of employee certifications and policy updates.

With Employment Hero’s automated compliance tools, Aspire Hub achieved a perfect NDIS audit score. “We have over 6,800 compliance documents to track. Before, we were doing it manually, which was time-consuming and difficult to track. Now, the system keeps everything up to date for us. At our last audit, only two of the 6,800 documents were expired, which is a huge improvement.”

Automated reminders ensured that certifications were renewed on time, removing the risk of non-compliance. “Before, it was all tracked by spreadsheets and manual follow-ups. Now, Employment Hero sends reminders, tracks renewals and keeps everything organised for us,” Sindy added. 

Beyond tracking certifications, the platform streamlines policy updates and compliance documentation. “If we update a policy, we can roll it out instantly and get employees to acknowledge it digitally. That means we always have a record of compliance,” Sindy noted.

This automation not only strengthens compliance but also drastically reduces administrative burden. “We don’t have to spend hours chasing paperwork anymore. Instead, we can focus on actually supporting our people.”

Payroll made easy: seamless integration and time savings

Payroll used to be one of Aspire Hub’s biggest administrative headaches. Manually processing payments and tracking leave entitlements consumed hours each week.

By integrating payroll with HR, Aspire Hub eliminated these inefficiencies. The improved QLeave reporting function significantly reduced administrative workload, and automation replaced manual data entry.

“Before, payroll was a huge task that took up a lot of our time. Now, it’s streamlined and accurate. It’s freed up hours every pay cycle. It means we don’t have to enter data manually anymore, which has reduced errors and saved us a massive amount of time.”

The impact: a more efficient and people-focused organisation

Since implementing Employment Hero, Aspire Hub has experienced:

• Faster, more effective recruitment with SmartMatch and the ATS.
• Improved compliance and audit readiness, managing thousands of documents effortlessly.
• Streamlined payroll operations, saving time and reducing errors.

“For any organisation in the NDIS sector, having a single source of truth for employee information is an incredible time saver. It makes compliance easier, helps track the entire employee lifecycle and ensures everything is up to date”

Ready to make your HR and payroll easier?

If you want to improve compliance, streamline recruitment and save time on payroll, Employment Hero can help.Book a demo today and see how Employment Hero can transform your business.