Practice Manager

Nexia Health Care; City of Melbourne; On-site; AUD 95,000 - 140,000; Full time

Job summary

Nexia Healthcare in Melbourne is seeking a proactive Practice Manager to unite on-shore and offshore operations and streamline administrative workflows for a growing neurodevelopmental multidisciplinary clinic. You will be the on-site leader, supporting clinicians and the MD, refining processes, and ensuring a seamless client journey.

The role requires experience leading a small team in healthcare, strong operational thinking, and the ability to balance service quality with efficiency.

Qualifications

• Experience leading a small team (5+). This role requires a proactive, accountable leader.
• Collaborative, transparent leadership style with clinicians and management.
• Calm, resourceful under pressure and capable of managing multiple priorities.

Responsibilities

• Lead, manage and develop the offshore operations team and oversee workload priorities.
• Support recruitment, onboarding, training and ongoing performance management of the operations team.
• Maintain a visible on-site presence at reception and foster a professional client-focused culture.
• Ensure end-to-end client journey accuracy and data integrity across Halaxy, including scheduling and waitlists.
• Update SOPs and coordinate with clinicians to keep documentation accurate.
• Provide operational reporting on capacity, utilization and workload trends across the practice.
• Identify risks, bottlenecks and opportunities for workflow improvements.

Skills

Leadership

Team management

Calm under pressure

Collaboration with clinicians

Healthcare administration

Remote/offshore teams

Tools

Halaxy

Job description

Nexia Healthcare is a multidisciplinary neurodevelopmental practice providing psychiatric, paediatric, psychology, and allied health services, with a particular focus on ADHD assessment and treatment. We help clients and families get answers and support that are often hard to access elsewhere, working alongside GPs and specialists to deliver genuinely joined-up care. As a small, growing clinic, we're looking for someone who enjoys refining systems and building strong foundations, with real potential for this role to grow as we expand.

About the Role

Reporting to the Managing Director, the Practice Manager is accountable for leading on-shore and off-shore operations staff, bringing our neurodevelopmental and Allied Health teams together as one cohesive practice, and ensuring administrative systems and workflows support a seamless client journey. You'll be a visible, on-site presence and the go-to person for clinicians raising operational concerns.

This role is ideal for a proactive leader who thrives in a fast-paced healthcare environment, enjoys building high-performing teams, and takes genuine ownership of operational excellence.

Key Responsibilities

Leadership & Operations

Lead, manage, and develop the offshore operations team, allocating workload and priorities

Support recruitment, onboarding, training, and ongoing performance management of the operations team

Be a visible, steady on-site presence at reception, anchoring the team and welcoming clients

Foster a professional, collaborative, client-focused team culture

Act as the direct point of contact for day-to-day client and team matters, resolving issues where appropriate and looping in the Managing Director when needed

Support clinicians with calendar issues, difficult clients, or process questions — triaging to the right person or resource

Work with specialists to align administrative and scheduling practices with how the operations team functions best, while respecting their clinical expertise

Client Journey, Data & Quality

Maintain oversight of the end-to-end client journey to ensure accuracy and continuity

Hold accountability for data integrity within Halaxy for your remit — scheduling, waitlists, and service status

Audit specialist and clinician calendars for administrative completeness and efficiency

Maintain and update SOPs as clinical processes evolve, coordinating with clinicians to keep documentation accurate

Provide operational reporting on capacity, utilisation, and workload trends across the practice

Identify risks, bottlenecks, and opportunities for improvement

Lead continuous improvement of workflows and systems to enhance efficiency and client experience

About You

Proven experience leading a small team (5+), ideally in healthcare or a multidisciplinary setting

Strong follow-through, accountability and ownership of task

A collaborative, transparent approach to leadership

Calm and resourceful under pressure

Confident working closely with clinicians, specialists, and senior management

Comfortable being the visible, on-site face of the team

Background or familiarity with psychology, allied health, or healthcare administration

Experience managing remote or offshore teams

Familiarity with practice management software such as Halaxy

Why Join Us?

Play a key leadership role in a growing practice, with a genuine appetite for innovation in how we deliver care

Influence systems, workflows, and service quality at a practice-wide level

Direct, hands-on support from the Managing Director

Real ambition for growth, with a preference for promoting from within

Full-time role with formal performance reviews at 6 and 12 months

Requirements:

National Police Check

Working with Children Check (WWC)

Experience in a similar role or demonstrated ability to fulfill the responsibilities of this position.