Office Manager

Doctors&Co; Ballarat; On-site; AUD 70,000 - 90,000; Full time

Job summary

Doctors & Co is seeking an Office Manager for Ballarat Doctors to lead a multidisciplinary team of nurses and administrative staff. You will drive clinic profitability, oversee patient flow, scheduling, and care quality while ensuring regulatory compliance and efficient operations.

The role requires strong leadership, budgeting skills, and experience with healthcare IT and billing systems; prior office management in a medical setting is highly valued.

Qualifications

• Experience leading multidisciplinary healthcare teams.
• Proven ability to manage budgets and financial planning for a clinic.
• Knowledge of healthcare laws and accreditation requirements.
• Strong data interpretation to inform strategic decisions.
• Experience with EMR systems and Medicare billing processes.

Responsibilities

• Lead and supervise nurses, medical receptionists and clinic staff.
• Oversee patient flow, appointment scheduling, and quality patient care.
• Manage budgets, costs, insurance claims, and financial planning.
• Coordinate procurement of equipment and negotiate vendor contracts.
• Ensure regulatory compliance and risk management across clinic operations.
• Drive continuous improvement in workflows to reduce wait times.

Skills

Leadership

Team leadership

Crisis & emergency management

Patient-centred management

Process optimisation

Resource allocation

Healthcare communication

Conflict resolution

Cultural sensitivity & compassion

Budgeting & cost efficiency

Revenue cycle management

Vendor & contract negotiation

Data-driven decision making

Quality & risk management

Regulatory compliance

Continuous improvement

Excellent negotiation skills

Tools

Pracsoft

Medical Director

Best Practice

Job description

We are seeking a passionate, highly capable and results-driven Office Manager to join our dynamic team in Ballarat Doctors.

As our Office Manager, you will be at the forefront of driving profitability and growth of Ballarat Doctors. You will play a pivotal role in guiding a team of exceptional Nurses & Medical Receptionists and collaborate with the Doctors & Co. management team in supervising the clinic.

If you have a passion for driving results and empowering teams, then we are excited to have you on board immediately!

You Will Be Responsible For

• Leadership & Management - Knowledge of healthcare laws and accreditation requirements.
• Team Leadership - Leading multidisciplinary teams, including doctors, nurses, and administrative staff.
• Crisis & Emergency Management - Handling medical emergencies, staffing shortages, and operational disruptions effectively.

Operational & Organisational Skills

• Patient-Centered Management - Ensuring smooth patient flow, appointment scheduling, and high-quality patient care.
• Process Optimisation - Streamlining workflows to reduce wait times and improve efficiency.
• Resource Allocation - Managing medical supplies, staffing, and facility maintenance efficiently.

Communication & Interpersonal Skills

• Healthcare Communication - Liaising between medical staff, patients, and external stakeholders.
• Conflict Resolution - Addressing disputes among staff, handling patient complaints professionally.
• Cultural Sensitivity & Compassion - Understanding diverse patient needs and maintaining empathy in healthcare interactions.

Financial & Business Management

• Budgeting & Cost Efficiency - Managing operational costs, insurance claims, and financial planning.
• Revenue Cycle Management - Overseeing billing, coding, and reimbursement processes.
• Vendor & Contract Negotiation - Procuring medical equipment and services at competitive rates.
• Monthly Targets and budgets- ensuring clinic operation is consistent with the monthly target and budget.
• Health promotion and prevention- ensuring clinic is optimising its health promotion and prevention strategies to improve outcomes for patients on monthly basis, consistent with group management objectives.

Technical & Analytical Skills

• Healthcare IT & EMR Systems - Medicare items and billing software.
• Data-Driven Decision Making - Using patient and operational data to improve healthcare services and efficiency.
• Quality & Risk Management - Implementing protocols to reduce medical errors and enhance patient safety.

Adaptability & Problem-Solving

• Regulatory Changes & Compliance - Keeping up with evolving healthcare policies and adapting accordingly.
• Crisis Management - Responding to public health emergencies, pandemic preparedness, and facility issues.
• Continuous Improvement - Driving innovation in patient care, workflow efficiency, and staff performance.

To be successful in this role, you will ideally have:

• Exceptional leadership and motivational skills to inspire and empower nurses and medical receptionist to deliver exceptional performance in managing clinics
• Excellent analytical skills with the ability to interpret data to inform strategic business decisions
• Prior Office Manager experience of minimum 2 years
• Prior experience in the medical & health field is highly preferred
• A collaborative and solution orientated mindset with a focus on continuous improvement
• Excellent communication and negotiation skills with the ability to cultivate lasting relationships
• An advocate for safety, compassion and active listening in the workplace
• Prior experience in the use of relevant software Pracsoft, Medical Director and Best Practice.
• Experience with specific social groups serviced by practice, such as adolescents, aged care, migrant or refuge groups, Aboriginals, and Torres Straight islanders, etc.
• Experience CPR/Triage training
• Prior training and/or experience in management of emergencies, handling complaints, Medicare & health funds, basic infection control, safe handling & disposal of medical waste etc

About Us:

Doctors & Co. is a leading healthcare provider dedicated to delivering exceptional medical services across Australia. Our commitment to excellence, innovation, and patient-centric care sets us apart in the healthcare industry. We are a team of dedicated healthcare professionals who are committed to improving the lives of those we serve. Our organisation believes in providing compassionate care that is tailored to the individual needs of each patient.