Operations/Client Services/Office & Reception Manager- Psychology Practice

We believe that great mental health underpins a happy life. 

Our team of Psychologists are passionate about helping people reach their potential through a holistic approach to mental health. We work with children, adolescents, adults, families and organisations facing mental health or relationship challenges, and are seeking help to understand the issue, or find solutions to perform at their best.

Our busy practice is entering it's 10th year of business and consists of 7 beautiful consulting rooms that are modern, stylish, light filled and situated next to the lake at Norwest Marketplace, in the Sydney Hills District.

Our multiple award-winning practice is founded on a gold-standard treatments, great systems/procedures and a friendly, people-focused approach. We take great pride in our commitment to excellence, and in creating a supportive and uplifting private practice for our entire team.

This is a newly created postition, leading our support services team. It is a hands on leadership role, managing a thriving team of support staff who love to help others, and both ensuring smooth business operations, and improving them in an uplifting, healthy and enjoyable work environment.

The position is on-site, and offers a minimum of 20 hours per week, with the opportunity for up to full time hours.

This postiion is likely to suit someone with experience in professional services, who is energetic, has a genuine love of helping people and shares our Director's commitment to excellence in clinical practice. You will be self-motivated and can work autonomously, whilst being a team player who enjoys working with a variety of stakeholders.  

We work in a highly organised, calm, but fast paced environment. This role will suit someone who is highly organised, enjoys learning, enjoys the pace of small business, and the variety and hands on work that small business brings.

You will be a professional, reliable team player with superior communication skills, including a polished telephone manner, exceptional reliability and initiative, excellent time management and organisational skills. 

You will require excellent admin/exec skills - a high level of competence with M365, and be able to develop, improve and ensure implementation of processes and SOPs.

You will have good attention to detail, able not only to oversee administrative and operational processes, but to engage with stakeholders at all levels to ensure satisfaction.  

Most importantly, this important role is a leadership role within our Practice reporting to, and working closely with the Director, allowing her to directly delegate much of the day to day operations of a busy practice.

• Ensure a welcoming, high quality, private practice healthcare environment.
• Have an excellent understanding of the services offered, the interest areas of the Psychologists and the Practice.
• Ability to liaise effectively internal and external stakeholders ranging from clients, psychologists, GP’s, paediatricians, psychiatrists,hospitals, organisations and schools.
• Ensuring compliance with all health service and psychology specific protocols
• Managing administrative resources such as stationary, consumables and printers.
• Manage and lead our Client Services team - which includes an intakes officer, accounts manager and reception staff.  (ie. rostering, recruitment, training, trouble-shooting, liaising with our team of Psychologists, treatment funders and resolving problems). 
• Fundamentally leading by example with a hands-on approach including reception or intakes cover when needed to support, audit or train the support services team.This includes responsibility for dynamic calendar management for multiple psychologists: Managing new and existing bookings, cancellations, waitlists and patient flow with accuracy and attention to detail. 
• Oversee, implement and drive invoicing and accounts processes. Maintain and control debtors, collection & processing of payments, billing enquiries and accounts 
• Assist in planning and organising of the administrative and operations side of the business. Be a team player, but also be confident in sharing new and innovative ways to grow and improve the practice.

Essential skills:

The successful candidate will need to demonstrate experience:

• Experience in a similar role as a Practice Manager of a high volume multi practitioner clinic with particular emphasis on reception and appointment management and office management, or
• Experience in professional services,working in roles such as an executive assistant or office/operations manager, or
•  Experience and leadership with hospitality, with a track record in customer service and general operations

And the successful candidate will need these types of skills:

• Exceptional interpersonal skills with a proven leadership and teamwork track-record.
• A proactive, independant, positive outlook, able to multi-task and manage competing priorities
• The ability to identify, trouble shoot and solve operational issues with support from our Director
• Demonstrated experience in development and implementation of quality systems, processes and policies. Able to use and drive SOPs compliance.
• Oversee, implement and drive invoicing and accounts processes. Confident to maintain and control debtors, collection & processing of payments, billing enquiries and accounts 
• Comprehensive knowledge of health referral and item rebate policies such as Medicare, WorkCover, NDIS, Insurance. (training provided)
• High level verbal and written communication skills
• Excellent time management and organisational skills.
• A high level of professionalism and integrity.
• Strong Computer skills are essential. 
• Experience with using client relationship management software, ideally Halaxy and Pracsuite/PracSoft. 
• Experience and competance with Microsoft 365, including use of Teams, Task/Project management apps, MS Word, Excel, Outlook is vital, including competancies in managing multiple email accounts and inboxes. 
• A genuine interest in health, mental well-being and seeing people well again. 
• A desire to provide an outstanding level of customer service and care to our clients, referrers and our team.

The right applicant will report to and work closely with our Director, our Psychologists, and enjoy managing, leading and innovating our support services team. 

This is a permanent part-time, with potential to be full-time position. 

We require the successful applicant to confidently and reliably fill this role between 20 to 40 hours a week, and to be flexible to meet needs of our business.

We will  require you to work on site, this is not a work from home role.

Please note this position is fairly flexible for the right candidate, but may not suit school hours only. It cannot later become working from home - our team are required to be on site to manage clients arriving in person, to effectively manage the site, and work with the rest of our team. .

As an essential service, we are commited to being Covid-19 safe, and to remaining open during lockdown periods to support our clients.

This is a position with a minimum of 20 hours per week, and the opportunity for up to full time hours.

Salary

Salary is based on the Health Professionals and Support Services Award, and will reflect your experience in similar roles.

To learn more about Clinical Psychology, and how our practice operates, please go to www.mindworxpsychology.com.au for further information. 

If this role sounds like what you have been looking for, email your resume and a cover letter to our Director, explaining how you would be a good fit, to *******@mindwp.com.au.

Applications without a cover letter will not be considered.