Quick Snapshot

Position: Operations Lead & Admin

Location: Calamvale, Brisbane

Hours: Full-time (leadership role, Monday–Friday)

Salary: Competitive, based on experience

Role Split: ~70% operations, ~30% front desk support

Team: Growing physiotherapy and Pilates practice

Could You Be the Operations Unicorn We’ve Been Waiting For?

We are on the search for the rare kind of person who lives for building the machine, not just turning the cogs. Someone who brings order to chaos, keeps the wheels turning, and lifts the team while doing it.

Let’s pause for a second. Let’s take you back to a particular feeling - You’re the person who notices things others don’t. Sitting in reception waiting for your dentist to call out your name, you catch an admin team struggling and—without even trying—your brain starts mapping out the perfect fix.

Or at work, pressure rises and chaos sets in, most people freeze, but not you. You thrive in those moments, bringing calm, order, and clarity. And when everything is running smoothly again, you walk away with that quiet sense of satisfaction, knowing you made it better.

If you have been quite literally nodding your head while reading this, you might be the perfect person.

Are you the kind of person who:

Feels a quiet joy when things are colour-coded and systemised?

You light up when you find a more efficient way to do something?

Is as comfortable delegating and leading as you are learning and supporting?

Feels at peace when the inbox is clear, the team is aligned, and everything is ticking like clockwork?

If yes, read on. Trust me.

A Bit About Us – The Agape Way

We’re not your average physio clinic. We are family looking after family — not just in our care for patients, but in how we treat our team.

Agape Physiotherapy has been growing steadily for over 5 years, built on our Family Values:

Continuous improvement (Kaizen)

Authenticity in everything we do

Rallying together as a team

And going the extra mile, always.

We don’t believe in egos or gossip — just humble humans working together to create something meaningful. You’ll hear laughter in the hallway and find a team that has your back, always.

About the Role – Operations Lead & Admin

You’ll lead our clinic (admin and physio’s), streamline workflows, and create a sense of order that lets our clinicians focus on changing lives. You’ll spend the majority of your time running operations, with some time at the front desk to stay connected to the heartbeat of our clinic.

Your role will be a set number of hours (25-30 hours); however, will be a mix of opening and closing shifts as we all share the load as a team.

What You Will Be Leading:

Operations Lead (70 per cent):

Managing team schedules/rosters, and team workflows to ensure smooth daily operations

Improving and leading administrative systems and internal processes

Coordinating team onboarding (including training)

Supporting the practice owner with clinic orders, compliance, etc.

Training and coaching the team to uphold the Agape Standards.

Implementation of new processes, new softwares and new systems.

Front of House (30 per cent):

Communicating with patients - over the phone or in person.

Managing appointments, confirmations, payments, and follow-ups

Ensuring the clinic environment remains organised, calm, and supportive for both clients and staff

What We Are Looking For

We are looking for someone who is proactive, reliable, and values working within a supportive team. You do not need to have experience in healthcare, but it will be to your advantage.

Essential:

Previous experience in operations, administration, or coordination

High level of attention to detail and ability to manage multiple responsibilities

Excellent communication and problem-solving skills

Confidence using technology, including cloud-based platforms.

Ability to work independently, as well as collaboratively within a team

Preferred but not essential:

Experience working in an allied health or physiotherapy setting

Understanding of third-party billing and claim processes (e.g., NDIS, WorkCover, Medicare, and private health insurers)

Experience with onboarding or supporting small business teams

Who You Are (Beyond the Resume)

You're the kind of person who:

Is a builder – you thrive on creating systems, not just using them

Communicates clearly, kindly, and consistently — no hidden meanings or side chats

Leads without ego – you inspire by doing, not dominating. A servant leader.

Has a growth mindset – you’re always learning, seeking feedback, and coachable.

A problem solver who brings calmness and clarity when pressure arises.

Sees leadership as partnership – backing up decisions and aligning with the team, even when you may do it differently yourself.

A heart for people, a head for systems and a willingness to step up and lead.

You don’t need to be perfect. But you do need to be reliable, trustworthy, and genuinely hungry to help others win.

What we want for you:

A seat at the table — your voice matters

Freedom to build systems your way

Mentorship and leadership development to grow

Professional and Personal Growth - Clinic growth and your growth come hand in hand. As the clinic grows, there will be opportunity for your professional and personal growth also - We see this role evolving into Operations Manager

A team that genuinely feels like family

An opportunity to help shape a business that’s growing and thriving

A leadership role designed to build you up, not burn you out

The Future

As Agape continues to grow, this role has clear potential to evolve into Clinic Lead/Practice Manager or Operations Manager. You’ll be part of a team growing and creating something special, with real ownership over your impact.

Final Word

Skip the boring cover letter. We want to hear from you. In your cover letter, let us know how this ad resonated with you personally. Skip the generic fluff — just be real. Be you.

Please include:

A short story about a time you brought calm to chaos.

One system or process you improved in a past role.

Because around here, we’re building something special — and we want you to be a part of it.