Office Manager – Medical Practice

About the Role

Shire Doctors & Dentists is seeking an experienced and highly organised Office Manager to join the management team of our busy medical practice in Caringbah.

This is a full-time management position responsible for coordinating the day-to-day administrative and office operations of the medical practice, including supervision of the medical reception and administration team.

The Office Manager will work closely with the Practice Manager and Medical Director and will act as second in charge of the medical administration team, assisting with staff supervision, rostering, office systems, compliance, accreditation and the efficient operation of the practice.

Key Responsibilities

The successful candidate will be responsible for:

• Contributing to the planning, implementation and review of office services, administrative systems and procedures, including setting priorities and office service standards.

• Coordinating and allocating administrative staff, workspace, equipment and other office resources.

• Preparing and managing reception and administration staff rosters to ensure appropriate coverage across the medical practice.

• Assigning work to reception and administrative staff and monitoring staff performance and completion of assigned duties.

• Supervising and supporting reception and administration staff and assisting the Practice Manager with the day-to-day management of the team.

• Coordinating staff training, onboarding and ongoing development.

• Assisting with recruitment, performance management, payroll administration and other personnel activities.

• Managing office records, administrative documentation, billing and accounts-related processes.

• Liaising with doctors, nurses, allied health professionals, management and external service providers to coordinate office operations and resolve administrative and operational issues.

• Managing office facilities, equipment and supplies and ensuring appropriate maintenance and servicing.

• Developing, implementing and reviewing administrative policies, procedures and workflows to improve efficiency and patient service.

• Coordinating administrative requirements associated with medical practice accreditation and maintaining appropriate records and documentation.

• Ensuring administrative operations comply with relevant government legislation, healthcare requirements, privacy requirements, policies and procedures.

• Ensuring compliance with applicable workplace health and safety requirements within the office environment.

• Monitoring administrative workflow and staff performance and identifying opportunities to improve efficiency, productivity and patient service.

• Assisting the Practice Manager and Medical Director with operational reporting, workforce planning and implementation of practice initiatives.

• Acting as second in charge of the medical administration team and providing management support when required.

About You

The successful applicant will ideally have:

• Previous experience in office management, medical administration, practice administration or a similar supervisory position.

• Demonstrated experience supervising reception or administrative staff.

• Strong organisational, leadership and people-management skills.

• Experience with staff rostering, training and performance management.

• Experience managing office systems, records, billing and administrative processes.

• Excellent communication and interpersonal skills.

• Ability to work effectively with doctors, nurses, allied health professionals, administrative staff and external organisations.

• Understanding of confidentiality, privacy, workplace policies and compliance requirements.

• Strong computer and administrative systems skills.

• Ability to identify operational issues and implement practical solutions.

• Ability to manage competing priorities in a busy medical practice.

Previous experience in a general practice, medical centre or other healthcare environment will be highly regarded.

Relevant qualifications in business administration, management, healthcare administration or a related field will also be highly regarded.

The Position

This is a genuine full-time, permanent Office Manager position based within the medical practice at Shire Doctors & Dentists in Caringbah.

The position reports to the Practice Manager and Medical Director and acts as second in charge of the medical administration team.

The successful applicant will have significant responsibility for the coordination and supervision of the practice's administrative operations and will contribute to maintaining an efficient, compliant and patient-focused medical practice.

Salary: $80,000–$85,000 per annum plus superannuation, commensurate with qualifications and experience.

How to Apply

Please submit your CV and a cover letter outlining your relevant office management experience, qualifications and suitability for the position.

Applications from suitably qualified and experienced candidates are encouraged.