Practice Manager & Accounts Administration

Part-Time | Remote (Australia)
Casual 3-Month Probation with scope to move to Part-Time for the right candidate (and full time as the clinic grows)

We’re looking for a rare gem - someone who’s equal parts people-person and systems-lover.

If you’re the kind of person who thrives on bringing order to chaos, loves spreadsheets as much as smooth workflows and lights up when everything just runs right, this role was made for you.
You’re the type who loves connecting with people just as much as perfecting a system, both matter equally to you.

About The Health Refinery

Our mission is to help women heal their thyroid, balance their hormones and feel like themselves again.

You’ll join a heart-led, collaborative team that values connection, authenticity and genuine patient-first care. We combine the best of natural medicine with modern systems and thoughtful structure to make our clients’ experience seamless.

Flexible, remote-friendly work environment

Supportive, close-knit team culture

Work that truly impacts women’s lives

The Role

This is a diverse and dynamic position for someone who’s proactive, detail-oriented and loves creating systems that just work.

You’ll oversee the clinic’s operations, manage accounts and invoicing, coordinate our team and help ensure the business runs efficiently day-to-day.

Key Responsibilities

Accounts & Invoicing: Manage client invoicing, payments and accounts payable tracking, while liaising with the bookkeeping team for accuracy and timely processing.

Financial Oversight: Support the director with monthly reports, expenses tracking and monitoring key metrics (sales, conversion rates, retention, client numbers).

Clinic Operations: Oversee practitioner and admin workflows, ensuring client care is consistent and efficient.

Systems & Processes: Identify gaps, implement improvements, and maintain accountability across the team.

Team Coordination: Lead team check-ins, communicate updates and keep everyone on track.

Problem Solving: Spot inefficiencies early and suggest practical, cost-effective solutions.

About You

You’re organised, self-motivated and love making things flow. You have a natural eye for detail but you’re also approachable and easy to work with.
You’ll likely be someone who:

Has experience in practice management, operations, or business admin

Has strong accounts or invoicing experience (Xero preferred)

Communicates clearly and confidently

Works independently and takes ownership

Enjoys balancing structure with flexibility

Is proactive, dependable and deeply values integrity

You’re friendly and approachable but thrive on getting the details right - you love ticking things off properly and keeping the team humming.

Why You’ll Love Working With Us

Flexible hours and remote options

Supportive, heart-led team culture

Direct impact on women’s health and wellbeing

Opportunities for growth and leadership as the business expands

We value warmth, open communication and excellence - you’ll fit right in if you’re both people-focused and process-driven.

To apply, please send your:
Resume
Short cover letter — tell us why this role excites you and what makes you the right fit.

Email: [email protected]