Description:
Are you a warm, organised, and solutions-focused professional looking to take on a key role in a heart-centred psychology and allied health practice? We are seeking an experienced Office Manager to join our team and ensure the smooth running of our clinic. This role is perfect for someone who thrives in a fast-paced environment, enjoys problem-solving, and is committed to delivering exceptional client experiences.
Why Join Us?
At The Heart & Mind Collective, we believe in understanding our people, maintaining balance in our lives, and creating a workplace that feels like a home away from home. Our relationships with our clients and team are at the core of everything we do, and we pride ourselves on providing a warm, supportive, and compassionate environment. Neurodiversity-affirming and trauma-informed practice is at the core of our practice, and we enjoy knowing that our team makes a real difference each and every day.
Read more about who we are on our website: https://www.theheartandmindcollective.com.au
Key Responsibilities:
- You have highly refined communication skills, with the ability to engage effectively with diverse clients, clinicians, and external stakeholders
- Foster positive relationships with clients, ensuring they feel supported and valued.
- Oversee daily operations of the practice to ensure efficiency and high-quality service delivery.
- Manage administrative staff, including rostering, training, and performance monitoring.
- Administer client intakes, bookings, and scheduling while handling sensitive personal information with the utmost confidentiality.
- Manage billing, payments, and follow up on cancellations with professionalism and care.
- Implement and maintain office policies and procedures to streamline workflows.
- Ensure compliance with industry regulations and maintain accreditation standards.
- Manage office supplies, equipment, and IT systems to ensure functionality.
- Support the clinical team in delivering exceptional mental health services.
- Assist with marketing, social media, and community engagement initiatives.
To Thrive in this Role:
- You have a warm, empathic, and client-focused approach.
- You are passionate about delivering a high degree of customer service and creating exceptional client experiences.
- You have a keen eye for detail and strong organisational skills, ensuring seamless practice operations.
- You have experience in billing, payments, and financial administration, with the confidence to have tricky conversations when necessary. Book keeping experience would be a bonus.
- You thrive in a flexible, solutions-focused environment and are adept at operationalising and automating administrative tasks.
- You have previous experience in office management, preferably within a healthcare or allied health setting.
- You are proficient in practice management software (e.g., Halaxy) and Microsoft Office Suite.
- You have knowledge of Medicare, NDIS, and other relevant funding schemes (preferred but not essential).
What We Offer:
- A supportive and inclusive team environment where you are valued.
- Opportunities for professional development and career progression.
- Competitive remuneration based on experience.
- A workplace that truly understands the importance of balance, care, and wellbeing.
If you are an experienced and motivated Office Manager who aligns with our values and is ready to make a positive impact, we would love to hear from you!
Hours and days can be negotiated, however, we would be looking for a minimum 3.5 day commitment.
How to Apply:
Please submit your resume and a cover letter outlining your relevant experience and why you are the perfect fit for this role to lpritchard@heartandmindcollective.com.au.
We look forward to welcoming the right candidate to our team!