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11 hours 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 rolesUnderstanding of Medicare, private health insurance, and third-party health providersFamiliarity with allied health software systems, particularly ZandaIT literacyA desire to continue learning and growing within the practiceAn understanding of the sensitive nature of mental health care, confidentiality, and warmth in service deliveryExperience contributing to a positive workplace culture and maintaining good work relationshipsApplicants will be asked:About their right to work in AustraliaTo specify their years of experience as an office managerAbout their administration, customer service, invoicing, payroll, and credit collection experiencePlease include any relevant information if you believe this job ad is fraudulent, misleading, or discriminatory.
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