Practice Manager - Allied Health

About the role

CapacityPlus is a private allied health practice with offices in Warrnambool and Melbourne, serving people of all ages and backgrounds. It seeks an experienced, organised and proactive Practice Manager to coordinate the day-to-day administration and operations of its Warrnambool office and across the practice. Reporting to the Chief Operations Officer, the role combines client service, clinician support, office coordination and practice administration, with a high degree of autonomy within established policies.

Key responsibilities

• Coordinate the daily administration and operation of the Warrnambool office
• Manage client intake, appointments, waitlists, reminders, cancellations and follow-up
• Communicate professionally with clients, families, referrers, funding bodies and other stakeholders
• Support clinicians with appointments, documentation, correspondence, report distribution and service coordination
• Maintain accurate client, referral, appointment and financial records
• Coordinate room hire enquiries, tours and onboarding for external practitioners and organisations
• Oversee office supplies, equipment, maintenance, contractors and shared facilities, and monitor office presentation, safety and functionality
• Maintain office procedures, checklists and shared administrative resources
• Support confidentiality, privacy, records management, document control and service improvement, and escalate clinical, financial, safety or employment matters early
• Provide administrative and operational support to team members in other locations when required

Required profile

• Relevant administrative experience, a relevant qualification, or equivalent demonstrated skills and experience
• Dependable, approachable administrator who enjoys creating order, solving practical problems and supporting people
• Comfortable managing interruptions and competing priorities while keeping accuracy, confidentiality and a high standard of client service
• Current Police Check and Working with Children Check, or willingness to obtain both
• Previous experience in allied health, healthcare, disability, NDIS or another client-focused service is desirable but not essential

Required skills

• Strong organisational, administrative and problem-solving skills
• Highly developed written and verbal communication skills
• Ability to work autonomously and take responsibility for the quality and timeliness of work
• Attention to detail and ability to manage competing priorities
• Experience with appointment management, client intake, healthcare records, Microsoft 365 or client relationship management software is highly regarded

What we offer

• Starting rate of $35.00 per hour plus superannuation and applicable award entitlements
• Annual remuneration reviews
• Opportunities for advancement based on performance, experience and increased responsibilities
• A welcoming, professional and person-centred work environment