We are a progressive, client-centred Occupational Therapy clinic located on the stunning Mornington Peninsula. As we continue to grow, we are seeking a highly skilled, energetic, and solutions-focused Administration Manager to lead and optimise the operational performance of our practice.

About the Role:

This is a key position where your expertise and passion for healthcare operations will make a direct impact on the quality of service we provide and contribute to the clinic’s continued growth.

Reporting directly to the Clinical Director, the Administration Manager will oversee all aspects of Administration and back of house operations, ensuring that we maintain the highest standards of client care. You will work closely with our healthcare professionals to ensure smooth coordination of services, improve patient experiences, and drive operational efficiency.

🔑 Key Responsibilities:

Leadership and strategic management of administrative systems and processes

Collaborate with the Director to implement business strategies and achieve growth targets.

Address client inquiries with professionalism and empathy.

Manage appointment scheduling to enhance client experience

Streamlining client onboarding, appointment scheduling, invoicing, and NDIS claims

Financial management: reconciling accounts, budget forecasting, reporting, and billing accuracy

Implementation and optimisation of practice management software (experience with systems like Cliniko are highly regarded)

Ensuring compliance with NDIS, Medicare, and other regulatory frameworks

Data analysis and reporting on KPIs, workflow efficiencies, and service outcomes

Contributing to marketing, referral management, and community engagement strategies

Driving quality improvement initiatives and fostering a culture of best practice

👤 About You:

Minimum 2–3 years experience in healthcare Administration management (OT, Allied Health, or Medical preferred)

Strong organizational, multitasking, and problem-solving abilities

Certificate, Diploma, Degree in Business Administration, Healthcare Management, or a related field are highly desirable

Deep understanding of the NDIS processes, Medicare billing, and private practice funding models

Advanced skills in digital systems (practice management software such as Cliniko and accounting tools such as Xero or similar, Microsoft 365 suite

Exceptional organisational skills, high-level problem solving and critical thinking

Excellent interpersonal skills and ability to build relationships with both patients and staff

Proactive problem-solving mindset with high attention to detail

Ability to implement system improvements and manage projects independently

Personable, professional communication style, with a client-first mindset

Ability to seek growth and opportunity in the company

💼 What We Offer:

Flexible working arrangements to suit your lifestyle (school hours or remote hybrid options available)

Competitive salary package, commensurate with experience

Opportunity to step into a leadership role with autonomy and impact

Career development and ongoing professional training

Supportive, values-driven workplace culture

Coastal lifestyle benefits — work minutes from stunning beaches, cafes, and nature reserves

How to Apply:

Ready to bring your expertise and energy to a clinic where you can make a real difference?

Please submit your CV and a cover letter outlining your suitability.