Office Manager (Full- Time) (Caulfield South)

**Company Name**:Family Clinics Australia Pty. Ltd. Trading as Family Clinics Australia

**Location**:Family Clinics Caulfield South, 478 Kooyong Rd, Caulfield VIC 478

**Position Title**:Office Manager (Full
- time)

**Salary**: $70,000- $85,000/ annum + Super (depending on the experience)

**About Us**

Family Clinics Caulfield South offers comprehensive support services to general practitioners delivering quality medical care to residents of Caulfield South, Caulfield, Gardenvale, Ormond, Carnegie, and surrounding suburbs. Our consulting GPs specialize in all aspects of family, women’s, and men’s health.

We are seeking a full-time Office Manager to oversee and coordinate the daily administrative operations of our GP and associated Specialist centre. This role is responsible for ensuring efficient office management systems, supporting clinical and administrative staff, and maintaining high standards of operational performance within the practice.

The Office Manager plays a key leadership role in supervising administrative processes, improving workflow systems, and supporting the overall business operations of the clinic.

**About the Role**

We are seeking a reliable, organised, and proactive Office Manager to oversee the daily administrative operations of our medical clinic. This position plays a key role in ensuring the smooth and efficient functioning of the practice by coordinating administrative systems, supporting staff, and maintaining high operational standards.

**Key Responsibilities**
- Manage day-to-day administrative operations of the clinic.
- Develop, implement, and review administrative systems, policies, procedures, and care standards & priorities.
- Manage staff rosters, leave approvals, and personnel administration.
- Supervise reception and administrative staff, delegating duties as needed.
- Support recruitment, onboarding, training, and performance reviews for administrative staff.
- Facilitate the setup of new GPs, including registration with eRX, TIS, Melbourne Pathology, and CSV, along with senior management.
- Overseeing the maintenance of medical records systems and ensuring patient confidentiality.
- Coordinating internal communications, meetings, and operational reporting.
- Liaise with doctors, specialists, nurses, and allied health professionals to support operations and resolve inefficiencies.
- Resolve patient complaints by liaising with doctors, nurses, and senior management.
- Manage procurement, inventory, and maintenance of office and medical supplies, ensuring the clinic and clinical areas are always adequately stocked.
- Ensuring compliance with relevant healthcare, privacy, occupational health and safety legislation and regulations and company policies.
- Assisting management with business planning, reporting, and continuous process improvement.
- Serve as the primary contact for GPs, managing session scheduling, availability, feedback, and leave.
- Assist senior management in preparing accreditation documents, ensuring compliance with required standards.
- Regularly update and maintain digital systems, including HotDoc, PMS, and other relevant practice management software.
- Oversee resource allocation and monitor budget, financial records, and expenses.
- Document and report incidents to the senior management, ensuring appropriate follow-up actions are taken.
- Assist with renewal and updating of the practice's insurance policies, subscriptions, and licenses.
- Liaise with and manage logistics for tenants in Specialist Centre Australia, including resolving day to day concern and organising networking opportunities.
- Manage and update room utilisation roster across for the clinic and specialist centre and provide regular updates to senior management.
- Perform other necessary and reasonable tasks as directed by senior management.

**Skills and Experience**
- Proven experience in office administration or office management (healthcare setting highly regarded)
- Strong organisational and time-management skills, along with highly developed leadership abilities
- Excellent communication and interpersonal abilities
- Ability to deal with pressure and manage competing priorities in a fast-paced clinical setting
- Professional and confident in dealing with various stakeholders
- Proficiency in Microsoft Office/Excel/PowerPoint and practice management software (Best Practice)
- Strong attention to detail and problem-solving skills
- Financial literacy is highly regarded; however, not essential

**Qualifications**
- Diploma or higher qualification in Business Administration/Leadership Management/Practice Management or related field (preferred but not essential)
- Relevant industry experience may substitute for formal qualifications

**Salary & Benefits**
- **Annual Salary**: A$70,000
- A$85,000/annum + superannuation (depending on experience)
- Supportive and collaborative working environment with a great culture
- Stable full-time position
- Opportunity to contribute Apply on Kit Job: kitjobau.com/job/3qzmkx