Office Manager

The Office Manager will be responsible for managing the day-to-day administrative operations of the organisation to ensure efficient office management, workforce coordination, compliance administration and operational support across multiple occupational health service locations.

The successful candidate will work closely with other managers, healthcare professionals and administrative staff to support the delivery of high-quality occupational health services and maintain efficient business operations within a fast-paced healthcare environment.

Benefits

• Competitive remuneration package of AUD 82,000 + Super
• Opportunity to work within a growing occupational health organisation. 
• Supportive and collaborative professional environment. 
• Stable full-time employment opportunity. 
• Ongoing professional development and career growth opportunities. 
• Exposure to a dynamic healthcare and workplace health services environment. 

Task & responsibilities

• Plan, implement and review office services, administrative systems, operational procedures and service standards to support efficient business operations across occupational health clinics and service locations. 
• Ensure office equipment, medical administration systems and office supplies are maintained and available to support uninterrupted business operations.
• Establish work priorities and monitor administrative workflows to ensure office services are delivered efficiently and within required operational timelines. 
• Ensure office operations comply with relevant government legislation, privacy obligations, workplace policies, healthcare regulations and organisational procedures and quality standrards
• Coordinate personnel administration activities, including recruitment support, onboarding, training coordination, payroll administration, performance management and supervision of administrative staff. 
• Allocate human resources, office space, equipment and administrative resources to meet operational and clinical support requirements. 
• Assign duties to administrative and support staff and monitor staff performance, productivity and work outcomes. 
• Manage office records, confidential documentation, accounts administration, scheduling systems and business correspondence in accordance with organisational policies and healthcare compliance requirements. 
• Liaise with doctors, nurses, physiotherapists, allied health professionals, external service providers and other managers to coordinate office operations and facilitate timely resolution of operational issues. 
• Assist in the implementation and monitoring of workplace health and safety procedures and ensure compliance with occupational health and safety regulations. 
•  Develop continuous improvement initiatives to enhance operational efficiency, service delivery standards and administrative processes.
• Prepare operational reports, maintaining business records and providing administrative support to management as required. 
• Maintain strong client relationships as a key point of contact, ensuring clients are included in discussions regarding occupational health service delivery and outcomes
• Oversee aged receivables and account enquiries, coordinating the follow-up of outstanding accounts and related matters.

Qualification & experience

• Relevant qualification at Diploma level or higher in Business Administration, Management or a related discipline. 
• At least one year of relevant full-time experience in office management, administration management or operations coordination roles. 
• Previous experience within healthcare, occupational health, medical administration or professional services environments will be highly regarded. 
• Demonstrated experience coordinating administrative operations, staff supervision and compliance-related functions preferred. 
• Experience using accounting software, i.e., Xero
• Strong organisational and administrative management skills. 
• Excellent communication and interpersonal abilities. 
• Ability to coordinate multiple operational priorities within a healthcare or occupational health environment. 
• Strong attention to detail and problem-solving capability. 
• Ability to supervise staff and manage workflow effectively. 
• High level of professionalism and confidentiality. 
• Proficiency in Microsoft Office applications and office management systems.