Office Manager

About the Role

Location: Brookwater (4300). Might require travel to Brisbane sites and Gold Coast one day per week

Salary: $90,000 – $100,000

We are seeking an experienced Office Manager to oversee daily operations, support our clinical team, and ensure the smooth running of our practice. This role is pivotal to the success of our organisation, requiring strong leadership, operational oversight, and a solutions-focused mindset.

Key Responsibilities

1. Staff and HR Management

• Oversee staff rostering, timesheet compliance, leave approvals, and workforce scheduling.
• Manage recruitment, onboarding, training, and performance management processes.
• Implement professional development initiatives for administration staff.
• Ensure compliance with workplace relations and NIMS Health HR policies (in partnership with Citations HR).

2. Finance and Payroll Oversight

• Administer payroll and superannuation payments.
• Supervise bookkeeping, accounts reconciliation, invoicing, and record management.
• Prepare and monitor budgets for administrative and operational functions.
• Liaise with accountants, auditors, and finance partners to ensure ATO and regulatory compliance.

3. Practice and Operations Management

• Manage day-to-day practice operations for patients, corporate clients, and insurers.
• Coordinate office setup and weekly in-person operations for admin and finance staff.
• Lead daily workflow meetings to maintain efficiency and compliance.
• Oversee workplace health and safety, privacy, and medical record-keeping obligations.

4. Compliance and Policy Oversight

• Support compliance with healthcare, workplace, and data privacy standards (ISO 9001 & ISO 27001).
• Develop, review, and maintain office policies and procedures.
• Monitor staff adherence to policies, providing training and escalation as required.
• Oversee secure records management and data integrity protocols.

5. Financial Metrics and Reporting

• Track daily operational and financial metrics (consultations, billing, debtor recovery).
• Provide reports and presentations to executives with analysis and insights.
• Advise on financial and operational improvements to support growth.

6. Corporate Communications and Client Engagement

• Manage professional communications with clients, insurers, and partners.
• Coordinate preparation and distribution of informational materials.
• Maintain the company’s professional online presence (LinkedIn, website).
• Work with external service providers to ensure aligned messaging.

7. Executive Support and Strategic Liaison

• Coordinate executive meetings, board reports, and external communications.
• Manage travel and accommodation for executives.
• Provide strategic support on staffing, workflow, and resourcing decisions.

8. Supplier, IT, and Contract Management

• Negotiate and manage supplier and service provider contracts.
• Oversee procurement and allocation of office resources.
• Act as primary liaison with IT providers to ensure continuity and data security.
• Implement process improvements for operational efficiency.

Requirements

• Bachelor’s degree (required).
• Minimum 1 year experience in an office management role within healthcare.
• Minimum 1 year experience using medical software and Xero.