Job Title

Part Time 20hours per week - would suit school hours About the Company: Lifeworks Occupational Therapy is a dynamic and growing allied health practice in Perth, WA, that focuses on supporting people facing chronic health challenges. Our niche areas of expertise include pain management, mental health support, supporting neurodivergent individuals, addressing fatigue and sleep issues, assisting those with complex and chronic health conditions, and supporting women''s wellness. What We Offer Join a well-established (12 years) practice that is continuing to grow Opportunities for growth and leadership development Ongoing training, systems support and professional development A clinic that feels like home and a supportive multidisciplinary team Family friendly hours and a commitment to work-life harmony Meaningful work with real community impact. Impact of the Practice Manager: Our clinicians do deep, complex work. Your impact as Practice Manager is to ensure that nothing stands in the way of that lifechanging therapy. By creating seamless administrative systems and a supportive environment, you directly enable our clinicians to focus 100% of their energy on their clients. You are the guardian of the Lifeworks OT client experience. From the first phone call to the final appointment, your systems ensure our clientswho are often navigating complex health journeysfeel safe, heard, and organized. You don''t just manage bookings; you manage the environment that allows them to begin healing. Our therapists handle intense caseloads. Your role is to be their operational shield. You manage the complexities of diverse funding models (Medicare, NDIS, Workers Comp) and the logistics of multiple sites, so they dont have to. You create the operational headspace that allows them to remain passionate and avoid burnout. As the Practice Manager, you are the architect of our operational sustainability. You don''t just manage the day-today; you optimise it. Your impact is seen in increased efficiency, streamlined onboarding of new staff, and datadriven insights that help us grow our niche services across Perth and beyond. You are the heartbeat of our multisite team. Your role is crucial in knitting together our clinicians and support staff. Whether you are coordinating staff education or organising our social events, you are instrumental in fostering the supportive, connected culture that Lifeworks is known for. Primary Objective: The Practice Manager is a pivotal role responsible for the efficient and effective daytoday operations of Lifeworks Occupational Therapy. This position oversees administrative, financial, human resources, marketing, and facility management functions, ensuring the practice runs smoothly, profitably and in compliance with all relevant regulations and standards. The Practice Manager will play a key role in fostering a positive workplace culture, supporting administrative and clinical staff, and enhancing the client experience. Proven experience (minimum 35 years) in a Practice Manager or senior administrative role, preferably within an allied health, medical, or healthcare setting. Demonstrated experience in financial management, including budgeting, invoicing, and accounts reconciliation. Strong understanding of Australian healthcare regulations and privacy principles, and work health and safety requirements. Proficiency in, or ability to develop proficiency in, practice management software (e.g. Zanda) and Google Workspace (docs, sheets, gmail). Exceptional organisational and time management skills with the ability to prioritise and multitask effectively. Excellent written and verbal communication skills. Proven ability to lead and motivate a team, fostering a positive and productive work environment. Strong problemsolving and decisionmaking abilities. High level of attention to detail and accuracy. Current National Police check clearance. Preferred Criteria: Familiarity with Zanda Practice Management Software. Experience with HR processes, including recruitment and performance management. Experience in marketing processes relevant to allied health practices. Knowledge of specific allied health funding models (e.g., Workers Compensation, NDIS, Medicare). Skills and Abilities: Demonstrated time management and organisational skills Excellent communication and interpersonal skills to effectively engage with colleagues, clients, and key stakeholders Exceptional customer service skills and the ability to build relationships Commitment to learning and implementing new skills Capable of working independently and as a valued team member High level conflict management and complaint resolution skills Excellent attention to detail Ability to work under pressure Personal Attributes: Positively contribute to the team environment and support others Willingness to contribute to the ongoing development of services Proactive, selfmotivated Private practice mindset Ability to utilise and maintain software systems, IT systems, practice management software (Zanda), Google Workspace (including Hiver, Dialpad, Gmail, GDrive, Google Sites), Employment Hero, Xero, Stripe, Mailerlite, Social Media platforms. Responsibilities: 1. Practice Operations & Administration: Oversee and optimise daily operational workflows, including client scheduling, billing, record management, and clinic room utilisation. Ensure efficient front desk operations, including patient greetings, appointment booking, payment processing, clinician support and general enquiries. Optimise therapist calendars to maximise productivity, utilisation, and billable hours. Monitor therapist caseloads, team capacity, and service delivery performance against KPIs. Support effective use of client funding by monitoring utilisation and identifying trends or risks. Manage and maintain practice management software (e.g., Zanda) and other relevant IT systems. Develop, implement, and review operational policies and procedures to improve efficiency and patient flow. Manage office supplies, equipment, and inventory, ensuring timely reordering and maintenance. Oversee facility management, including cleanliness, maintenance, and adherence to WHS standards. We do have an internal bookkeeper, however our Practice Manager would need to be across these tasks when the bookkeeper is unavailable. Manage accounts receivable and payable, including invoicing, payment reconciliation, and debt collection. Oversee payroll processing in conjunction with external providers if applicable. Monitor and manage practice budgets, expenses, and revenue streams. Prepare financial reports and provide regular updates to practice owner(s). Liaise with accountants and bookkeepers as required. Ensure accurate and timely processing of Medicare, NDIS, and private health insurance claims. Generating financial reports for Principal Occupational Therapists. 3. Human Resources: Assist with recruitment processes, including advertising, screening, and initial interviews for administrative and clinical staff. Onboard new staff, ensuring comprehensive induction and training. Manage staff rosters, leave requests, and attendance records. Facilitate performance reviews and provide support for professional development initiatives. Manage HR administrative tasks, including maintaining personnel files and contracts. Liaise with external HR provider. Foster a positive and supportive team environment, promoting strong communication and collaboration. Address staff concerns and facilitate conflict resolution where necessary. Oversee employee offboarding. 4. Patient Experience & Relations: Ensure a high standard of patient care and customer service at all touchpoints. Address patient feedback, concerns, and complaints professionally and efficiently. Develop and implement strategies to enhance patient satisfaction and retention. Manage patient communication channels (e.g., phone, email, website enquiries). 5. Compliance & Risk Management: Ensure the practice adheres to all relevant Australian health regulations, privacy laws (e.g., Privacy Act 1988, APP), and professional body guidelines (e.g., AHPRA). Maintain and update practice policies related to patient privacy, data security, and confidentiality. Oversee Workplace Health and Safety (WHS) compliance, including risk assessments and incident reporting. Manage insurance policies and renewals. 6. Marketing & Business Development: Assist in the development and implementation of marketing strategies to promote the practice and its services. Cultivate relationships with Practice Managers from referring practices. Oversee social media presence and website updates as directed. Identify opportunities for practice growth and service expansion. Liaise with referrers and community organisations. Please email a cover letter and resume, or any queries, to Heidi Perera (Associate Director) at: [email protected] Pay: $45.00 $50.00 per hour Expected hours: 20.0 per week Application Question(s): Available to work 20 hours a week? Experience: Practice management: 2 years (Preferred) Work Authorisation: Australia (Required) #J-18808-Ljbffr