Position Overview

The Office Manager is responsible for overseeing the efficient operation of the practice, ensuring high standards of administrative and financial management, staff supervision, and compliance with regulatory requirements. This role plays a vital part in maintaining smooth day-to-day operations, financial accuracy, and a well-organized work environment while supporting the team in delivering exceptional patient care.
Key Responsibilities

1. Office Administration & Operations

Maintain office appearance and ensure a professional and welcoming environment.

Oversee general office administration tasks, ensuring smooth workflow.

Ensure practice software and computer systems are up to date and backed up

regularly.

Order and manage clinical and administrative stock.

Prepare and maintain practice policies and procedure manuals.

Ensure accreditation requirements are met and maintained.

Manage the office budget and ensure e#icient use of resources.

2. Staff Management & HR

Manage administrative staff, including recruitment, training, rostering, and performance reviews.

Prepare staff contracts and oversee HR processes.

Support team members to ensure workloads are met effectively.

3. Consultant Support & Diary Management

Manage diary scheduling for consultants.

Handle credentialing processes for consultants.

4. Financial Management & Payroll

Oversee daily, weekly, and monthly banking reconciliation in Genie and accounting software.

Prepare and process payroll, ensuring staff wages comply with company policies.

Prepare and calculate monthly and quarterly tax obligations, including IAS, BAS, and Superannuation.

Balance petty cash and maintain accurate financial records.

Process invoices and ensure timely payments.

Bank cheques and cash on a weekly basis.

Provide refunds as directed by surgeons.

Manage the flow of payments through Eclipse, ensuring any exceptions and

rejections are addressed promptly.

Liaise with Workcover, TAC, Health Funds, and Medicare to ensure accurate

financial processing.

5. Patient & Regulatory Compliance

Maintain accurate and up-to-date patient records in compliance with relevant regulations.

Ensure the practice meets all accreditation and compliance standards.

Participate in quality improvement initiatives to enhance patient care and service

delivery.

Maintain accounts with TAC, Workers’ Compensation, Health Funds, and

Patients.

6. Other Duties

• Perform any ad-hoc administration tasks required to support the practice.

Key Selection Criteria

Essential Skills & Qualifications

Proven experience in office management, preferably within a healthcare setting.

Strong leadership and staff management skills.

Excellent financial management skills, including payroll and tax preparation.

Proficiency in practice management software (e.g., Genie) and accounting

software.

Strong organizational and multitasking abilities.

Excellent communication and interpersonal skills.

Attention to detail and ability to maintain confidentiality.

Desirable Skills & Qualifications

Experience in medical billing, insurance claims, and Medicare processes.

Knowledge of Eclipse, Workcover, TAC, and health fund procedures.

Understanding of healthcare accreditation and compliance standards.

At least one year of work experience.

Bachelor’s degree in accounting or related fields.

Workplace Culture & Expectations

Maintain a professional and respectful workplace environment.

Uphold high ethical standards in handling patient and financial data.

Support a culture of teamwork, efficiency, and continuous improvement.