Job Title: Office Manager (Job Share/Cover)
Location: New Lambton
Company: Blackbutt Doctors Surgery
Reports to: Practice Owner and Practice Manager
Position Type: Full-time or Part-time

About Us:

Blackbutt Doctors Surgery is a large private billing surgery located in New Lambton, a suburb of Newcastle. Situated in the Orchardtown Road village above the pharmacy, our practice is family-friendly with fantastic nurses and support staff to assist our doctors and patients. Our mission is to provide a high standard of medical care, compassion, support, and healthy lifestyle choices to our patients.

Position Overview:

We are seeking a proactive and detail-oriented Office Manager to oversee our office operations and ensure the smooth functioning of our administrative processes. The ideal candidate will possess strong organisational skills, financial acumen, and the ability to manage multiple tasks efficiently. This role involves direct oversight of financial operations, staff management, and administrative functions. You will cover current Office Manager duties during maternity leave for 12 months, with the opportunity to job share the position upon return.

Key Responsibilities:

Financial Management:

• Manage creditors' invoices and payments
• Handle banking and bank statement reconciliation
• Process payroll, including employee setups
• Manage monthly IAS payments
• Prepare BAS in conjunction with accountants
• Handle payroll tax payments
• Manage daily cash handling and banking
• Prepare and manage budgets, including FTE calculations and projected income
• Collaborate with management on fee increases and prepare for yearly meetings
• Analyse profit and loss statements to inform business decisions and operational improvements
• Facilitate end-of-year meetings for doctors and ensure necessary documentation is completed

Administrative Tasks:

• Setup of users
• Control and follow-up of Medicare debtors’ payments
• Troubleshoot Medicare under-payments and non-payment of item numbers
• Perform program updates on servers and client machines
• Manage billing processes and accounts receivable
• Solve problems and import/create medical software templates
• Provide support for staff, including doctors
• Maintain electronic downloads of results

IT Management:

• Monitor and maintain computer systems and networks
• Respond to service issues and requests in a timely manner
• Provide technical support across the company, both in person and over the phone, including after hours
• Set up accounts for new users
• Repair and replace equipment as necessary
• Test and troubleshoot new technology
• Ensure security and privacy of networks and computer systems
• Perform troubleshooting to diagnose and resolve problems
• Solve common issues to avoid involving third-party suppliers
• Add and remove information on the website and social media
• Create PowerPoint slides

Management Responsibilities:

• Handle tasks requested by the Practice Owner and Practice Manager
• Deal with Practice Manager responsibilities when required
• Create data spreadsheets and charts when required
• Be available after hours when required

Student and Staff Management:

• Oversee the onboarding process for medical students from start to end
• Coordinate rosters and daily timesheets for team members

Qualifications:

• Experience in Business Administration, Finance, or a related field (preferred)
• Proven experience in office management or a related role (preferred)
• Strong financial and organisational skills
• Proficient in office software (e.g., MS Office, accounting software)
• Excellent communication and interpersonal abilities
• Ability to work independently and manage multiple priorities effectively
• Knowledge of healthcare administration is an advantage

Benefits:

• Competitive hourly rate
• Opportunities for professional development and growth
• Supportive work environment and team culture