Office Manager
3 weeks ago
Person Centred Psychology & Allied Health is a busy practice in the heart of South Melbourne. Built on a foundation of care and excellence, we are looking for a career administrator who can step into the Office Manager role and shine. You will play a central role in the day-to-day running of the practice, building strong relationships with clients, clinicians, reception support, and the director. High performers will have the opportunity to grow with the business and move into a Practice Management role.
We are seeking an experienced administrator with prior experience in a senior reception or office manager role. You will be responsible for the daily operations of the business, bringing warmth, efficiency, and a genuine joy in interacting with others. Key qualities include a caring attitude, enthusiasm for people-facing roles, a drive for customer service excellence, well-developed organizational and communication skills, and a passion for learning and supporting others. Knowledge of private practice allied health settings and excellent time management skills are desirable, especially ability to thrive in fast-paced environments, be proactive and solution-focused, and balance collaboration with independent decision-making.
Key duties will include:
- Being the face of Person Centred Psychology & Allied Health, providing clients, clinicians, and stakeholders with a warm, thoughtful, and knowledgeable experience.
- Managing diaries, including client appointments, room availability, and staff meetings and supervision.
- Liaising with management to set administrative priorities and guiding the administration support team.
- Supporting communication between clinicians and stakeholders.
- Contributing to ongoing process improvements to enhance efficiencies as the practice evolves.
- Providing HR support, including onboarding, contract finalization, managing leave, ensuring compliance with legal standards, and distributing organisational policies.
- Managing client billing, rebates, debt collection, liaising with the bookkeeper, and assisting with contractor invoices for payroll.
- Preparing business reports to assist the director with KPIs, business efficiencies, and training needs.
- Assisting with marketing strategies and developing marketing resources, with motivation to promote the practice innovatively.
- Coordinating and managing events, fostering team social cohesion.
- Handling day-to-day needs of the clinic, including stock management, alerting directors to urgent issues, and proactively maintaining a welcoming environment.
- Supporting the director with additional duties and assisting in resolving challenges.
Preference will be given to candidates with:
- Three to five years' experience in office management or senior reception roles
- Understanding of Medicare, private health insurance, and third-party health providers
- Familiarity with allied health software systems, particularly Zanda
- IT literacy
- A desire to continue learning and growing within the practice
- An understanding of the sensitive nature of mental health care, confidentiality, and warmth in service delivery
- Experience contributing to a positive workplace culture and maintaining good work relationships
Applicants will be asked:
- About their right to work in Australia
- To specify their years of experience as an office manager
- About their administration, customer service, invoicing, payroll, and credit collection experience
Please include any relevant information if you believe this job ad is fraudulent, misleading, or discriminatory.
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