Operations Manager - Allied Health Clinic

We are a busy, multi-disciplinary Allied Health clinic based in the Gladesville (lower north shore) and are embarking on the next phase of rapid growth! 

Brain Hub is a recognised centre for helping people with complex neurological conditions, including post-concussion syndrome, dysautonomia, balance and dizziness conditions, stroke, as well as ADHD, ASD, genetic disorders, cerebral palsy and more. We have many patients travel from regional, interstate and international locations to seek our intensive rehabilitation programs. We’re about to open a new centre dedicated to helping children with neurodevelopment challenges and neurodiversity. The role will be managing both the adult and children clinics (located next to each other)

The ideal candidate is a well-seasoned Operations Manager/Practice Manager who has managed a large allied, medical or health-related clinic,  or preferably multiple sites.  

Remuneration will be commensurate to experience. A part-time or full-time may be considered 

Tasks & Responsibilities:

• 2IC to Clinic Owners, thus overseeing the day to day operations of the clinics
• Oversee all front desk duties including answering phones, emails, scheduling appointments, inquiries
• Responsible for optimising the patient booking/billing system including all inputs/processes/ outputs relating to this
• All systems management
• Create, refine and document all policies and procedures in the clinics - ensure consistency across all team members
• Develop and maintain business continuity and disaster recovery plan, including any day to day trouble-shooting
• Lead, recruit, onboard and train all reception staff, as well HR responsibilities
• Ensure accuracy of all billing transactions and pricing
• Onboard new practitioners
• Oversee and maintain stock levels of all clinic supplies
• Stocktake all assets/ equipment on a regular basis including checking they are in excellent working order
• Maintain practitioners' schedules with appropriate front desk rostering
• Maintain and review all timesheet information for all staff
• Oversee product sales and shipments
• Follow up outstanding payments/ invoices
• Provide Clinical Director and General Manager with daily/ weekly/ monthly reports and KPI’s
• Other admin/operational duties and projects as required
• Lead the organisation and administration of professional development events hosted either internally or externally 

About You:

To be considered for this position, you must possess the following:

• Experience in an Allied Health/ medical practice setting, working with patients with challenging presentations including Autism, concussion, anxiety and more.
• Experience/ in-depth knowledge with a range of clientele (NDIS, Private Health, Medicare)
• Experience in managing a team of receptionists/ administrative staff
• Excellent customer service and administration experience
• Superior problem solving ability
• Ownership and responsibility of all areas within their scope, owns the tasks and completes them to the end without requiring follow up
• Excellent interpersonal and communication skills to manage expectations of the owners, patients, practitioners and staff
• Experience with setting up and writing processes from scratch and continuously refining and finding better ways
• Proactive and growth mindset
• High attention to detail
• Firm approach with compliance, governance and procedures
• Strong organisational skills in establishing routine and prioritising tasks/ activities
• Fluent in english (essential)
• Intermediate Microsoft/ Google suite
• Practice Management software experience 
• Australian citizenship/residency