Office Manager

2 weeks ago

Ballarat, Victoria, Australia Optiform Pty Ltd Full time $70,000 - $120,000 per year

Are you an organised, people-focused professional who thrives in a busy, meaningful role?

We're seeking an Office Manager to join our passionate allied health team and play an integral part in supporting families and individuals.

About Us

Optiform is a growing company that provides Speech Pathology, Occupational Therapy & Behaviour Support to individuals in our region and beyond.  Our passionate and dedicated team is committed to helping people reach their therapy goals and lead meaningful lives.

About the Role

As our Office Manager, you'll be the backbone of our clinic, ensuring both our clients and clinicians feel supported every day. This is a permanent role, 4 days per week (Monday–Thursday, 9am–5pm).

What you'll be doing:

  • Manage daily front-of-house operations, including welcoming and assisting families
  • Manage appointments, waitlists and clinician diaries
  • Coordinate administration across our 2 clinics
  • Manage office and supplies for both of our clinics
  • Oversee administration processes (using Splose practice management software).
  • Provide leadership and support to our administration team
  • Work closely with the Practice Manager, Accounts Manager management team (including Practice Manager, Accounts Manager & Directors) and clinicians to keep the clinic running smoothly.
  • Play a key role in maintaining the supportive, professional environment

What we're looking for:

You are:

  • Passionate about healthcare and people. You believe in the value of helping families and individuals live meaningful lives and want to be part of a service that makes a difference in the community.
  • Experienced with allied health. You understand the unique environment of an allied health practice — where client care comes first, but smooth administration ensures clinicians can focus on what they do best. You recognise the balance between supporting care journeys and maintaining sustainable business operations.
  • Experienced in small business environments. You understand that while we are here to provide excellent care, a successful clinic also needs to balance efficiency, processes, and income to keep delivering quality services.
  • Organised and proactive. You can juggle competing priorities, streamline systems, and keep the wheels turning in a fast-paced environment.
  • Able to be flexible and can adapt to adapt to changing priorities and a commitment to continuous improvement
  • An excellent communicator. You are confident, approachable, and can support staff, clients, and external partners with professionalism and warmth.
  • A natural problem solver. You don't just identify issues – you create solutions and see them through.
  • Tech-savvy. You are comfortable with practice management software (Splose experience is a bonus, but training provided), online platforms, and learning new systems.
  • A team player with leadership qualities. You enjoy working alongside clinicians, while also taking initiative to lead administration processes and support the management team

Why Join Us?

  • A supportive and inclusive company culture with regular team-building activities
  • We are a passionate team who care about each other and our community.
  • Be part of our growing business and enjoy the challenge of building new systems
  • Play a meaningful role in helping families and individuals achieve their goals.
  • Enjoy a stable, permanent part-time role (4 days/week, 9–5).
  • Ongoing opportunities for professional development and growth.

How to Apply

If you're ready to take on this rewarding role, we'd love to hear from you. Please submit your CV and a short cover letter via Seek, telling us why you'd be a great fit for our team.

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