Job Description for Practice Manager

Position Title: Practice Manager

Location: SWIFT Emergency and Urgent Care

Employment Type: Permanent with 6-month probationary period with performance review at the end of the term for potential transition to a permanent role (Full-time or Part-time)

Salary Range: $100,000 – $110,000 per annum (commensurate with experience)

About SWIFT Emergency and Urgent Care

SWIFT Emergency and Urgent Care is a modern, high-acuity private medical facility delivering rapid-access emergency and urgent care services. We provide immediate, comprehensive assessment and treatment for patients across a wide range of clinical presentations. SWIFT is distinguished by its commitment to excellence, clinical innovation, and patient-centred care, delivered by a multidisciplinary team of Emergency Doctors, Nurses, and Allied Healthcare Professionals.

Position Summary

We are seeking an experienced, proactive, and highly organised Practice Manager to oversee the efficient and effective operation of our emergency and urgent care service. The Practice Manager is responsible for coordinating and leading the Administration, Nursing, and Medical teams, Ensuring seamless service delivery and compliance with Health Industry standards.

Reporting directly to the Directors and Board, and working closely with the Clinical Management Team, this role is critical to maintaining clinical support infrastructure, managing operational risk, and supporting the service’s strategic development. The successful candidate will be a collaborative leader with proven experience in healthcare operations, financial oversight, and workforce management.

Key Responsibilities

Leadership & Team Management

· Provide strategic and operational leadership to administrative, clinical, and support staff.

· Lead recruitment, induction, and staff credentialing processes in line with AHPRA and organizational policies.

· Manage rostering, shift allocation, and backfill coverages for all departments, ensuring clinical safety and sustainability.

· Conduct performance reviews, manage staff development pathways, and resolve team-related concerns.

· Promote a supportive and inclusive work environment that values accountability, professional growth, and collaboration.

Operational Oversight

· Oversee all non-clinical operations including facilities, reception, clinical operation and clerical/ administration, and support services.

· Coordinate with Clinical Leads to ensure smooth patient flow, capacity management, and clinical work flow.

· Maintain a well-functioning physical environment of the facility, including IT systems, clinical equipment and diagnostic support infrastructure.

· Ensure preparedness for high-acuity surges and after-hours operations.

Payroll & Financial Management

· Manage fortnightly payroll, validate timesheets, and ensure compliance with industrial awards and EBAs.

· Develop and manage departmental budgets, monitor spending, and ensure cost-effective service delivery.

· Facilitate billing processes including Medicare, Private insurance, and third-party claims.

· Managing expenditures and correlating to account; collaborating to Finance officer in preparation for the financial reports and end-of-month reconciliation.

· Organizing and distribution of leases and outgoings, as a statement to tenants.

· Facilitating payments to suppliers, contractors and third-party companies.

Stock, Inventory & Procurement

· Oversee stock control systems, ensuring optimal supply of pharmaceuticals, medical consumables, office supplies and clinical equipment.

· Communicating with ordering personnels to monitor order and usage trend.

· Develop procurement policies, manage supplier contracts, and ensure budget-conscious purchasing.

· Maintain a register of assets and coordinate maintenance or replacements as required.

Governance, Risk & Accreditation

· Ensure continuous compliance with NSQHS Standards and accreditation bodies (e.g., ACHS, AGPAL).

· Develop and implement policies and procedures aligned with regulatory requirements and internal governance frameworks.

· Lead risk assessments, incident investigations, and root cause analyses.

· Manage infection prevention protocols and emergency preparedness plans.

Communication & Stakeholder Liaison

· Act as the central liaison between the Directors, Board, Clinical Management Team, Staff and Suppliers.

· Lead staff meetings, circulate key updates, and facilitate transparent communication.

· Handle feedback and complaints professionally and in line with SWIFT’s values and policies.

· Represent SWIFT in community engagement efforts, regulatory discussions, and private health partnership negotiations.

Strategic Development & Innovation

· Contribute to strategic planning initiatives including new service lines, unit expansions, or system upgrades.

· Support digital transformation projects such as electronic medical record implementation and telehealth integration.

· Monitor key performance indicators (KPIs) and report metrics to inform quality improvement initiatives.

· Identify and act on opportunities for service optimisation, staff utilisation, and business sustainability.

Essential Qualifications & Experience

· Bachelor’s degree in Business Management, Health Services Management, Public Health, or related field (Preferably)

· Minimum of 5 years’ leadership experience in a healthcare, urgent care, or hospital-based practice management role.

· Demonstrated expertise in staff management, rostering, and operational leadership in high-pressure clinical settings.

· Proficient in using practice management systems (e.g., Genie, Best Practice), payroll platforms, and digital rostering tools.

· In-depth understanding of Australian healthcare legislation, privacy standards, Medicare billing practices, and WHS compliance.

Desirable Attributes

· Postgraduate qualifications in Health Administration, Business Leadership, or Clinical Governance.

· Experience in accreditation preparation and leading audit cycles.

· Knowledge of emergency care workflows and digital health initiatives.

· Strong interpersonal, problem-solving, and conflict resolution skills.

· Passion for quality care, service excellence, and team development.

Why Join SWIFT Emergency and Urgent Care?

• Lead a high-impact role in a rapidly growing Private Healthcare facility.

• Influence patient care outcomes and drive innovation in service delivery.

• Enjoy a supportive leadership culture and flexible work arrangements.

• Competitive salary, leadership autonomy, and access to professional development.