Practice Manager

Aperture Psychology; Sydney; On-site; AUD 85,000 - 110,000; Full time

Job summary

Aperture Psychology is seeking an experienced Operations Manager to lead daily operations across our Randwick and Marrickville clinics. You will partner with the Director to shape priorities, supervise the administrative and reception team, and ensure systems support high-quality psychological services.

In this role you will manage intake, bookings, payments, Medicare/NDIS invoicing, compliance and continuous improvement, while maintaining client records and preparing regular reports for the

Qualifications

• At least three years in practice management, office management or a senior administrative role.
• Experience leading administrative teams and directing day-to-day operations.
• Proven ability to improve administrative systems, processes or workflows.
• Strong organisational, planning and problem-solving skills with attention to detail.
• Solid numeracy and financial administration abilities (payments, reconciliations, reporting).
• Professional, warm communication and ability to stay calm under pressure.
• Understanding of confidentiality, privacy and ethical requirements.
• Proficiency in Halaxy or similar practice management software and Microsoft Office.
• Experience in psychology/healthcare settings and knowledge of Medicare claiming/NDIS is desirable.
• Qualification in practice management, business or leadership is desirable.
• Availability to work across Randwick and Marrickville clinics.

Responsibilities

• Lead and coordinate daily operations across both clinic sites.
• Set operational priorities with the Director and translate goals into plans and timelines.
• Develop, implement and improve administrative systems and workflows.
• Lead and support the admin and reception team, including rostering and performance conversations.
• Coordinate recruitment, onboarding and offboarding for admin staff and clinicians.
• Manage clinician calendars, room allocation and scheduling across sites.
• Oversee payments, Medicare/NDIS invoicing, reconciliations and debtor follow-up.
• Maintain accurate financial and client records and prepare reports for the Director.
• Manage purchasing and operating expenses within budget.
• Oversee client journey from enquiry to booking and follow-up, handling queries professionally.
• Maintain compliance records including clinician registrations and privacy requirements.
• Coordinate facilities, IT support and supplies to keep clinics orderly and welcoming.
• Serve as main admin contact for referrers and suppliers; support wellbeing and process improvement initiatives.

Skills

Practice mgmt

Office mgmt

Team leadership

Project coordination

Numeracy

Financial reporting

Communication

Confidentiality

Halaxy

MS Office

Education

Practice mgmt qualification

Tools

Halaxy

Microsoft Office

Job description

Lead the day-to-day operations of a growing psychology practice across its Randwick and Marrickville clinics. Working closely with the Director, you will set operational priorities, lead the administrative and reception team, and oversee the systems, processes and practice environment that support high-quality psychological services. This autonomous role combines people leadership with hands-on administration, including client enquiries, bookings, intake, payments, compliance and continuous improvement.

Key responsibilities

Lead and coordinate daily operations across both clinic sites, ensuring services run smoothly, efficiently and consistently.

Set operational priorities with the Director and translate practice goals into practical plans, workflows and timelines.

Develop, implement and continually improve administrative systems, procedures and workflows.

Lead, supervise and support the administrative and reception team, including work allocation, rostering, leave coverage, training and performance conversations.

Coordinate recruitment, induction, onboarding and offboarding for administrative staff and clinicians.

Manage clinician calendars, room allocation and scheduling capacity across both sites.

Process and oversee payments, Medicare claims, NDIS, third-party and insurer invoicing, reconciliations and debtor follow-up.

Maintain accurate financial and client records and prepare regular operational and financial reports for the Director.

Manage purchasing, supplier accounts and operational expenses within agreed budgets.

Oversee the client journey from initial enquiry and intake through to booking, follow-up and rebooking, resolving queries and concerns professionally.

Maintain compliance records, including clinician registrations, insurance, privacy requirements and renewal dates.

Coordinate facilities, maintenance, equipment, supplies and IT support to maintain organised, safe and welcoming clinics.

Act as the main administrative contact for referrers, suppliers, landlords and service providers.

Support a positive and collaborative workplace by organising team meetings, gathering feedback and progressing wellbeing and process improvement initiatives.

What we're looking for

At least three years of experience in practice management, office management or a senior administrative role.

Demonstrated experience leading, supervising or providing day-to-day direction to an administrative team.

Experience improving administrative systems, processes or workflows and implementing new ways of working.

Strong organisational, planning, project coordination and problem-solving skills, with excellent attention to detail.

Sound numeracy and financial administration skills, including payments, reconciliations and reporting.

Professional, warm and people-focused communication skills, with the ability to remain calm and solutions-focused under pressure.

Understanding of confidentiality, privacy and ethical requirements in a sensitive service environment.

Proficiency in Halaxy or similar practice management software and Microsoft Office.

Experience in a psychology, allied health or medical practice is desirable.

Knowledge of Medicare claiming, NDIS and healthcare billing systems is desirable.

A qualification in practice management, business or leadership is desirable.

Availability to work across the Randwick and Marrickville clinics.