[Hiring] Healthcare Operations Manager @Hunt St

Role Description

The Healthcare Operations Manager is responsible for overseeing the day-to-day operations of the clinic, ensuring efficient systems, strong team performance, and the delivery of high-quality patient care and customer service. This role works closely with practitioners and stakeholders to support business growth, maintain compliance, and drive continuous improvement across all areas of the practice. Additionally, the position plays a key role in managing staff, financial processes, and operational strategies to ensure a well-run, sustainable, and patient-focused organization.

Primary Objectives/Purpose

• Manage the operations of the clinic including human resources, financial records, and implement quality systems.
• Provide an exceptional standard of care and customer service to participants and referrers.
• Support all practitioners with efficient, well-run community-based and clinic-based appointments.
• Provide a good working environment for staff including team culture and career planning.
• Manage payroll through MYOB.
• Support the growth of the company through managing capacity and integrating therapists.
• Provide an environment of continuous improvement for all clinicians.

Key Responsibilities

Human Resources

• Supervise and assist all practitioners and administration team members.
• Apply knowledge of human resources including workforce planning, training, and development.
• Recruit, develop, and manage the practice team for high performance.
• Roster staff to ensure adequate support and equitable workload management.
• Ensure staff are appropriately trained for their roles.
• Develop specific job plans for each staff member and conduct performance reviews.
• Ensure staffing levels are appropriate and manage absences.
• Identify and assist team members in accessing continual professional development.
• Arrange team meetings and report issues to the Practice Owner.
• Maintain confidential personnel records for all team members.

Operational Management

• Ensure efficient business processes through staff and technology utilization.
• Coordinate the administration of the organization’s business plan.
• Assist in planning future resource and equipment needs.
• Ensure operational efficiency including practice template management and rostering to budget.
• Monitor and maintain IT systems and software subscriptions.
• Review and improve practice systems for high quality services.
• Coordinate and implement systems and processes to ensure financial viability.
• Monitor clinic performance through agreed performance measures/KPIs.
• Ensure compliance with privacy legislation.

Stakeholder Management

• Conduct regular meetings with practitioners to understand their needs.
• Maintain strong relationships with referring practitioners and service providers.
• Develop relationships with all supporting stakeholders to optimize outcomes.

Marketing/Practice Building

• Work with the Practice Owner to deliver and evaluate marketing campaigns.
• Integrate new practitioners into the organization effectively.

Business Planning/Financial

• Define pricing strategy and maintain item-level pricing in the Practice Management System.
• Review consumable purchasing annually for stock management.
• Develop annual operational and capital budgets with the Practice Owner.
• Monitor expenditure versus budget monthly and devise strategies for shortfalls.
• Ensure debtor balances remain within targeted levels.

Professional Development of Self and Others

• Accept responsibility for personal and professional development.
• Support the development and education of others through mentoring.
• Participate in continuing education activities and stay current with industry trends.

Autonomy & Accountability

• Practice independently and interdependently.
• Ensure compliance with relevant policies and guidelines.
• Promote evidence-based best practices.
• Perform reasonable duties as required.
• Maintain a vigilant attitude to accuracy.
• Represent the organization positively at all times.

Quality, Safety & Risk

• Follow organizational safety, quality, and risk policies.
• Report safety, quality, and risk concerns accurately and timely.
• Support and participate in improvement programs.

Other

• Stay up to date with industry trends and changes.
• Deliver individual projects as assigned by the Practice Owner.
• Adhere to company policies.

Qualifications

• At least 3 years of experience in a management and/or high-level practice administrative position.
• Experience in payroll, MYOB, and financial management processes.
• Computer literacy and familiarity with software programs used within this practice (Splose).
• Excellent interpersonal and communication skills.
• Ability to prioritize, organize, and perform numerous tasks.
• Commitment to ongoing training.
• Ability to demonstrate and encourage leadership and teamwork.
• Maintain patient and staff confidentiality.
• Understanding of Google Maps and suburbs within Melbourne.

Work Arrangement & Expectations

• This is a remote role set up as an independent contractor engagement.
• Successful candidates will be expected to disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile as “Independent Contractor.”