Full Time Assistant Practice Manager

**Full Time Assistant Practice Manager**
- Specialist surgical practice - Bella Vista - undercover parking provided - work close to home
- June/July 2025 commencement - boutique practice - well above award pay rate
- Fun, friendly team with super-supportive office culture

Would you like a pivotal role in our comprehensive and caring specialist surgical practice? Do you enjoy using your current skill set and experience to ensure the practice runs smoothly? Is multitasking your strength? Then please read on.

**About us**

We are an established and thriving boutique surgical practice with multiple Specialist Surgeons located in Bella Vista - North West Sydney. Our vision and reality are to provide excellent customer service and a seamless journey to all our patients, and we would love you to join us in ensuring this occurs. You will be working with our five Surgeons and directly managing our five-member administration team.

**About you**

This is an opportunity for a warm, self-motivated, customer service-minded and empathetic Assistant Practice Manager/2IC to use their extensive experience/skillset to assist our Practice Manager in running our practice. This position will commence in June/July, and the fixed term will be 15 months (and likely to become permanent). You will predominantly be looking after our administration staff, being their first port of call for any troubleshooting or challenges. The role includes performing administrative duties, where required, during occasional periods of increased activity or unplanned staff leave.

You pride yourself on your ability to think outside the square, your attention to detail skills and being able to display initiative. You love to work closely with your team and assist them in attaining higher skills and state-of-the-art customer service. When our Practice Manager is on leave, you will have the opportunity to upskill to cover her duties (pre-training will be provided).
- Experience at an intermediate/senior level at a Surgical Medical Practice (highly valued)
- Experience managing both staff rosters and Surgeons’ rosters, along with managing staff and Surgeons’ leave, and also approving staff timesheets
- Having sound and pragmatic knowledge of patient privacy legislation
- Professional appearance and demeanour with outstanding customer service and strong attention to detail skill level in all aspects of the Assistant Practice Manager/2IC role.
- Managing banking (weekly)
- Assisting with fortnightly staff meetings and setting up and organising surgeons’ clinical meetings
- Proactively handling all patient complaints and grievances in a tactful and professional manner
- Assisting in creating and measuring KPI’s
- Overseeing and managing Medicare batching and health fund billing
- Managing reconciliations for end of day, week and month for the practice
- Ability to work well under pressure and to multitask in a busy environment, happily being the assistant gatekeeper for our practice
- Managing clinical and office stock consumables
- Debtor management
- Overseeing our Administration team, ensuring the team is functioning well and troubleshooting any issues
- A working knowledge of medical terminology and health insurance schemes
- Managing and overseeing the perioperative management process for patients
- Experience using **Bluechip and Medical Director** - or similar medical software programs to arrange appointments for patients, filing medical records, recording patient details and billing patients.
- Excellent communication skills with a positive and friendly manner and can-do attitude - a real team player - loves to take initiative and be supportive
- Theatre bookings and Surgical billing (and quoting) experience (Eclipse experience viewed highly) - as most of our administration staff perform this task (relief only)
- Ability to work independently with initiative and also enjoy being part of a team, and to lead the way with your impeccable verbal, written and personal presentation.
- You pride yourself on your attention to detail and thrive in maintaining and streamlining processes and systems
- Meet and Greet experience (including running a consulting session to provide relief cover and creating invoices for consulting billing, and uploading reports/scans)
- Delivering exceptional customer service at all times (cannot be overstated)
- Scheduling and managing patient appointments (relief)
- Performing general administrative duties such as scanning, faxing, mail sorting, filing, and following up patient inquiries
- Supporting and assisting our Surgeons in a range of administration and ad-hoc tasks.
- Ensuring the sterilisation and maintenance of clinic equipment (scopes and instruments) is managed routinely.
- Meeting targets and KPI’s

Appropriate well-above award remuneration based on skills and experience.

**Days/Hours**:
Monday to Friday

Hours: Standard office hours, start time may be variable to suit practice needs.

If this sounds like a role tha