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The Pitfalls of Managing Your Own Support Workers

Illustration of a person sitting at a desk with a laptop and paperwork, looking uncertain or overwhelmed. Another person stands nearby with a clipboard, offering support. The scene suggests the emotional and administrative weight of managing support workers independently.

 

The Pitfalls of Managing Your Own Support Workers

It might sound flexible, personal, and even cheaper — but managing your own support workers comes with risks that can catch people off guard.

Many Australians managing their own NDIS funding consider directly employing their support workers — either as employees or by hiring sole traders with an ABN. It seems appealing:

  • More control
  • More flexibility
  • Maybe even lower hourly rates

But here’s the thing: you’re not just choosing a worker — you’re stepping into the role of employer or contractor, and that changes everything.

Let’s unpack some of the most common pitfalls — and why some people who try this route eventually return to professional providers.

⚖️ 1. You’re Legally Responsible — Like, Fully

Whether you’re directly employing a worker or engaging someone as a sole trader, there are legitimate ways to do it — but each comes with its own responsibilities.

Direct employment means you’re responsible for:

  • Paying Award wages, super, and leave
  • Providing safe working conditions
  • Following the Fair Work Act
  • Managing tax, super and insurance
  • Complying with all parts of employment law

Sole traders don’t remove all responsibility either. You still need to do due diligence — and you may be held responsible if something goes wrong under Fair Work or NDIS guidelines.

📎 NDIS Self-Management: What You Need to Know

📑 2. Recordkeeping and Admin Are On You

You’ll need to manage:

  • Contracts or service agreements
  • Invoices or payslips
  • Time tracking and superannuation
  • Any insurance documentation
  • Communication logs and agreements

If the NDIS audits your plan (which they can), you’re the one who must show the paperwork. And if you’ve missed something, you may have to repay funds.

Look, lots of people are good at this and they find it easy? And they’ll tell you “it’s easy”. For them. But maybe that’s not where your skills lie.

🔄 3. If the Relationship Changes… It’s Complicated

Support work is personal. When you’re also the employer (or the direct hirer), the lines get blurry.

What if your worker:

  • Stops showing up on time?
  • Doesn’t listen to what you need?
  • Is lovely, but no longer a good fit?

There’s no coordinator, no supervisor, no one to mediate or manage the transition. It’s all on you.

🧯 4. If Something Goes Wrong, You’re It

Support worker cancels suddenly?
Gets injured on shift?
Wants more hours or changes terms?

There’s no team to call. No HR department. No manager. You’re the contact person and the system.

🧾 5. That “Cheaper” Rate? It Might Skip Crucial Costs

Let’s say someone offers to work for you as a sole trader for $50/hour. That sounds cheaper than the full NDIS price cap of $67.56/hour.

But here’s what’s easy to miss:

The NDIS expects that the full price includes everything: wages, super, leave loading, admin, insurance, training time, and organisational overheads.

In fact, it’s built around the idea that a provider’s actual cost is only about 8% less than the cap.

So if someone is charging $50 and making a profit — what might they be unintentionally skipping?

  • Superannuation?
  • Leave entitlements?
  • WorkCover insurance?
  • SCHADS Award allowances?
  • Training time and administration?

They may not be dodgy — they might just not realise what the full cost actually is.

And yes, there have been real cases in Australia where the person paying the bill — a participant or their representative — was held liable for underpayments. Why? Because they “should have known” that the rate being charged wasn’t compliant.

✍️ A Quick Note from Our Managing Director

“I’ve worked as a Human Resources Manager, hold formal qualifications in HR, and I’m registered in the Supreme Court of South Australia as an expert witness on wage and salary matters. And even I’ll tell you — Reading an award isn’t easy.

It’s one thing to hire someone. It’s another to stay on top of compliance, risk, relationships, payroll, and backup planning. That’s why we’ve built strong systems at Heartfelt — so you don’t have to.”

🧠 Common Pitfalls We Hear From People Who Tried It

  • “I didn’t realise I was responsible for their super.”
  • “They didn’t invoice for weeks, then wanted back pay all at once.”
  • “It got awkward when I had to end things.”
  • “I wasn’t comfortable being someone’s boss — especially when we got along.”
  • “I had no backup when they were sick, and no idea what to do.”

✅ So, What’s the Alternative?

Working with a provider like Heartfelt Support means:

  • We handle payroll, admin, contracts, compliance, and insurance
  • We recruit, train, supervise, and offer replacements when needed
  • You get flexibility, choice, and support — without carrying the legal weight

You still have control. Just without the paperwork, the pressure, or the potential legal fallout.

💬 A Word on Transparency

We’re a provider — and yes, we benefit when people choose not to manage their own workers. We think that’s worth saying upfront.

But this post isn’t about sales. It’s about sharing what we’ve seen — the things that trip people up, even when their intentions are good.

📞 Want to Talk It Through?

We’ll always support your right to choose how your NDIS plan is managed — but we’re also happy to walk you through your options, no strings attached.

Contact us if you’d like to know more.