About Us:
Sydney West Retina is a leading retina and eye care clinic specializing in the diagnosis, treatment, and management of retinal diseases. Our clinic is committed to providing high-quality, patient-centred care with the latest in medical and surgical retina treatments. We are looking for a highly organized and efficient Office Manager to join our team and help ensure the smooth and efficient day-to-day operations of our practice.

Position Overview:
As the Office Manager at Sydney West Retina, you will oversee all administrative functions of the clinic, ensuring excellent patient service and efficient office operations. You will manage a dedicated front-office team, coordinate patient appointments, handle insurance and billing processes, and ensure compliance with relevant healthcare regulations. This is a hands-on role that requires strong organizational skills, attention to detail, and the ability to work in a fast-paced healthcare environment.

Key Responsibilities:

· Support the day-to-day operations of the eye clinic by helping to plan and review front office services. Set and monitor service standards to ensure smooth patient flow and efficient appointment scheduling.

· Allocate reception staff, consultation rooms, and diagnostic equipment to meet clinical demand. Monitor workflow and adjust schedules or resources to minimise delays for patients and orthoptist or ophthalmologist.

· Assign tasks to front office team members, supervise their work, and provide guidance on patient service, systems, and procedures. Conduct regular performance checks and assist with staff development and training.

· Maintain accurate and up-to-date patient records using the clinic’s electronic system. Support billing processes under Medicare as we bulk billed and assist in monitoring clinic expenses.

· Liaise with optometrists and ophthalmologists to coordinate care and address any operational issues that may impact the patient experience or clinic flow.

· Ensure front office equipment (e.g. phones, computers) and consumables are well stocked and in working order. Arrange servicing when needed.

· Monitor adherence to occupational health and safety requirements, privacy laws, and internal protocols for handling sensitive patient information and health records.

· Coordinate basic HR functions sch as rostering, recruitment paperwork, onboarding, and timesheet tracking. Support the Practice Manager with documentation, reporting, and administrative follow-up.

· Provide clear, friendly support to patients regarding appointments, referrals, billing, and general enquiries. Ensure the front office team delivers a welcoming and professional service at all times

· Providing assistance to the Practice Manager as required.

· Support the clinic’s marketing efforts by ensuring promotional materials and patient communication are well-organized and effective.

Qualifications:

· An AQF Associate Degree, Advanced Diploma or Diploma: or at least 3 years of relevant experience as an office manager or in a similar administrative role, preferably within a healthcare or eye care setting.

· Experience in managing medical office operations, including appointment scheduling, billing, and insurance verification.

· Strong understanding of medical office software preferably Shexie

· Familiarity with retinal care or ophthalmology settings is highly preferred.

· Excellent organizational, multitasking, and time-management skills.

· Strong communication and interpersonal skills with a focus on customer service.

· Ability to lead and motivate a team in a fast-paced, patient-focused environment.

· Experience with financial tracking, budgeting, or office expenses is a plus.

Why Join Us?

Competitive salary and benefits package, including health insurance and paid time off.

Friendly and supportive work environment focused on team collaboration.

Opportunities for professional development and career growth in the ophthalmology field.