AddressPerson Centred Psychology & Allied Health is a busy practice in the heart of South Melbourne. After a big growth period and preparing to farewell our current Office Manager we are looking to reimagine the administrative team. Initially we are seeking an Office Manager to lead the front end of our business and support a small administrative team.
We are seeking a mature, warm, and proactive individual to step in to the role of Office Manager. Key qualities will include excellent communication skills including the ability to have tricky conversations where required. Excellent time management, being proactive and solution focussed, thoughtful, and able to balance collaboration and independent decision making are also desired traits. A capacity for creative thinking, multitasking, and attention to detail would support thriving in this role.
Key duties will include:
- Being the face of Person Centred Psychology & Allied Health. Providing clients, clinicians, and stakeholders with a warm and thoughtful experience.
- Diary management including client appointments, room availability, and staff meetings and supervision.
- Liaising with management to determine administrative priorities and providing guidance to administration support team.
- Supporting communication requirements between clinicians and stake-holders.
- Contribute to ongoing process improvement to finetune efficiencies as the practice continues to evolve.
- HR support including onboarding, contract finalisation, managing leave, awareness of compliance and legal standards, and distribution of organisational policy.
- Manage client billing and rebates, debt collection, liaise with book-keeper and contribute to preparing contractor invoices for payroll.
- Contribute to business reporting data to assist directors with KPI reviews and business efficiencies and training requirements.
- Contribute to marketing strategy and the development of marketing resources, and demonstrate motivation to promote the practice in novel and meaningful ways.
- Event coordination and management
- Take care of day to day needs of the clinic including stock management, alerting directors to pressing needs, and taking proactive measures to maintain a welcoming space for staff and clients.
- Assist directors with additional duties and provide meaningful support in resolving challenges should they arise.
Preference will be giving to:
- Three to five years experience in an office management or senior reception role
- Understanding of Medicare, Health Insurance, and other health providers
- Familiarity with Allied Health software systems, particularly Power Diary
- IT literacy
- An eagerness to continue to learn and develop, and grow with the practice
- An understanding of the sensitive nature of seeking mental health care and the importance of maintaining warmth and confidentiality
- Demonstrated experience in contributing to a positive workplace culture and maintaining positive work relationships.
