Junior Practice Manager
About the Role
We are looking for a motivated Junior Practice Manager to join our clinic and help ensure the smooth, continuous operation of our day-to-day business. In this role, you will play a key part in maintaining business continuity, keeping the clinic running efficiently, and supporting both staff and patients through consistent, reliable operations.This is a fantastic opportunity for someone who has already gained experience in a management position within a clinical or healthcare setting and is ready to take the next step toward becoming a full Practice Manager. You'll be supported by an approachable and experienced upper management team, giving you a clear escalation path for any issues, problems, or questions that arise — allowing you to grow your skills and confidence with guidance close at hand.
Position Summary
The Junior Practice Manager is responsible for the effective and efficient day-to-day operation of the medical practice. This role oversees administrative, financial, human resources, compliance, and facilities functions to ensure the clinic delivers high-quality patient care in a safe, well-organised, and financially sustainable environment. The Junior Practice Manager acts as the key link between GPs, clinical staff, administrative staff, and patients, and works closely with the wider management team and Directo to support the strategic direction of the practice.
Key Responsibilities
1. Operations Management
- Oversee the daily running of the clinic, ensuring smooth patient flow and efficient use of resources
- Implement practice policies and procedures
- Manage appointment systems, patient scheduling, and recall/reminder systems
- Ensure the clinic maintains compliance with relevant accreditation standards (e.g., RACGP Standards for General Practice)
- Coordinate practice accreditation processes and maintain accreditation documentation
2. Human Resources
- Support Upper Management to recruit, induct, train, and manage administrative and non-clinical staff
- Support upper management in coordinating rostering and leave management for reception and nursing staff
- Support upper management in coordinating performance reviews and managing staff development plans
- Support upper management in coordinating workplace conflicts and grievances in line with HR policy
- Ensure compliance with employment law, awards, and workplace health and safety obligations
- Support GP recruitment and onboarding in conjunction with Upper Management
3. Financial Management
- Manage practice budgets, billing, and revenue cycle processes
- Oversee Medicare billing, bulk billing procedures, and private billing arrangements
- Monitor accounts payable/receivable and liaise with bookkeepers/accountants
- Prepare financial reports and assist with budget forecasting
- Identify opportunities to improve practice profitability and reduce costs
- Manage payroll processes or liaise with payroll providers
4. Compliance and Risk Management
- Ensure the practice meets all legislative, regulatory, and accreditation requirements
- Maintain up-to-date knowledge of Practice Incentive Program (PIP) and other government incentive requirements
- Manage clinical governance support functions, including incident reporting and complaints handling
- Ensure privacy and confidentiality obligations (Privacy Act, My Health Record) are met
- Oversee infection control, WH&S, and emergency preparedness procedures
- Maintain appropriate insurances and manage risk registers
5. IT and Systems
- Oversee practice management and clinical software systems
- Ensure data security, backup procedures, and IT support arrangements are in place
- Manage telehealth systems and online booking platforms
- Support digital health initiatives (e.g., e-prescribing, secure messaging)
6. Facilities and Asset Management
- Oversee maintenance of clinic premises, equipment, and medical supplies
- Manage supplier and contractor relationships (cleaning, maintenance, equipment servicing)
- Ensure the practice environment is safe, clean, and welcoming for patients and staff
7. Stakeholder Relations
- Act as the primary point of contact for patient complaints and feedback
- Liaise with external stakeholders including Primary Health Networks (PHNs), Medicare, pathology/radiology providers, and pharmaceutical representatives
- Support communication between GPs, allied health providers, and administrative staff
- Represent the practice at relevant industry meetings or networks as required
Key Selection Criteria
Essential
- Proven experience in a practice management or senior healthcare administration role
- Sound understanding of general practice operations, Medicare billing, and healthcare compliance requirements
- Strong leadership and people management skills
- Excellent financial acumen and experience managing budgets
- High-level communication and interpersonal skills
- Proficiency in Best Practice software and Microsoft Office
- Sound knowledge of workplace health and safety and employment legislation
- Ability to manage competing priorities in a fast-paced environment
Desirable
- Experience with RACGP accreditation processes
- Experience in a multi-GP or multidisciplinary clinic setting
Key Attributes
- Strong organisational and problem-solving skills
- High level of discretion and integrity when handling confidential patient and staff information
- Calm, professional manner under pressure
- Collaborative approach with clinical and non-clinical teams
- Patient-centred focus with a commitment to quality care
Working Conditions
- Based on-site at the clinic, with occasional travel for meetings/training
- May require flexibility outside standard hours for urgent operational matters
- Subject to a satisfactory National Police Check and Working with Children Check (as applicable)
- Must have a vbalid drivers license
Pay: From $35.00 per hour
Application Question(s):
- Are you will to work between two sites (Ivanhoe and Diamond Creek), please?
Work Location: In person
