Practice Manager

Nexia Health Care Pty Ltd; Melbourne; On-site; AUD 90,000 - 140,000; Full time

Job summary

Nexia Healthcare is seeking a proactive Practice Manager to lead our offshore operations team and bring together our neurodevelopmental and Allied Health teams. You will be the on-site presence, support clinicians, and champion operational excellence to ensure a seamless client journey.

The role requires a hands-on leader who can manage calendars, data integrity in Halaxy, and continuous improvement of workflows. A track record in healthcare administration and remote team management is essential.

Qualifications

• Proven experience leading a small team (5+), ideally in healthcare or multidisciplinary settings.
• Strong ability to manage offshore/onshore operations and coordinate with clinicians.
• Experience with practice management software, data quality, and calendar coordination.

Responsibilities

• 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.
• 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.

Skills

Leadership

Operations management

Healthcare administration

Remote/offshore team management

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.