Practice Manager

Avant; The Hills Shire Council; On-site; AUD 89,000 - 103,000; Full time

Benefits offered by this job

Free onsite undercover parking

Job summary

Avant invites an experienced Practice Manager to lead a top-rated ENT surgical team at Norwest Private Hospital, Bella Vista. You will spearhead a six-person reception and admin team, oversee rostering, billing and patient flow, and ensure smooth daily operations in a busy specialist practice.

The role offers permanent full-time or four days per week, a friendly team, and close collaboration with four senior ENT surgeons.

Qualifications

• Experience as Practice Manager, Assistant Practice Manager or senior medical administration lead; healthcare setting preferred.
• Understanding of medical appointment management, billing and practice administration systems; MedicalDirector/Bluechip experience advantageous.
• Knowledge of privacy, compliance and quality requirements in healthcare.

Responsibilities

• Oversee day-to-day operation of the practice, rostering, leave, workflow and staff performance.
• Lead and develop a team of reception and clinical support staff; ensure clear roles and efficient service.
• Manage patient flow, bookings, inquiries and escalation handling with a calm, client-focused approach.
• Coordinate billing, Medicare/health fund requirements and pre-admission administration.
• Maintain documentation, training, onboarding and ongoing staff development.

Skills

Practice management

Leadership

Healthcare administration

Privacy & compliance

Communication

Problem solving

Hands-on administration

Tools

MedicalDirector/Bluechip

Job description

Lead the Team of a Top-Rated Specialist ENT Surgical Practice at Norwest Private Hospital, Bella Vista

Are you an experienced medical Practice Manager who is warm and approachable, enjoys leading a team and takes pride in keeping a busy practice organised and running smoothly?

This established and highly regarded specialist ENT practice, located in Norwest Private Hospital, Bella Vista, is seeking an experienced, highly organised and proactive Practice Manager to lead a friendly team of six reception and clinical support staff, oversee the day-to-day operation of the practice and work closely with four of Sydney’s leading ENT surgeons.

This is a full-time position, although a minimum of four days per week may be considered for the right candidate. The role combines genuine staff leadership and operational responsibility with hands-on involvement in the practice when required.

About the Role

As Practice Manager, you will be the key person responsible for the smooth day-to-day operation of the practice and the management of its staff. You will oversee rostering, leave, workflow, staff performance and day-to-day team issues, ensuring responsibilities are clearly allocated and work is completed efficiently and consistently.

Reporting directly to the Practice Principal, you will have substantial responsibility for day-to-day operational and staffing decisions while working closely with the Principal on significant staffing and practice matters. You will also help maintain clear communication, efficient consulting sessions and a professional experience for both patients and staff.

Key Responsibilities

Practice Operations & Patient Experience

• Oversee the day-to-day operation of the practice, ensuring efficient workflow across reception, administration and surgical consulting support functions
• Coordinate staff allocation and daily workflow to ensure responsibilities are clear and work is completed efficiently
• Maintain a professional, welcoming, organised and patient-focused front-of-house environment
• Oversee appointment book management, patient flow and effective use of consulting sessions
• Manage patient enquiries, concerns and escalations in a calm, professional and solutions-focused manner
• Maintain effective communication between surgeons, staff, patients, hospitals and other external providers
• Monitor practice presentation, safety and general facilities requirements
• Be prepared to work hands-on across reception and administration when required, including during periods of leave, staff absence or high workload

Administration, Compliance & Systems

• Maintain effective administrative systems, policies and procedures across the practice
• Oversee specialist billing processes, including Medicare, DVA, private billing and health fund requirements
• Oversee theatre bookings, surgical quotations, informed financial consent, health fund checks, hospital and anaesthetist liaison and pre-admission administration
• Ensure referral management, patient records, correspondence, recalls and results follow-up processes are completed accurately and consistently
• Maintain a working knowledge of all key reception and surgical administration functions and be able to perform these duties personally when required
• Review and submit staff timesheets and provide relevant information and invoices to the practice bookkeeper
• Monitor supplies, equipment and practice resource requirements, and coordinate ordering as required
• Support compliance with privacy, workplace and healthcare regulatory requirements
• Identify opportunities to improve practice systems, workflows and administrative efficiency
• Lead and support a friendly team, fostering a warm, respectful and cooperative culture where staff feel supported, communicate well and work effectively together
• Prepare and manage staff rosters, leave and day-to-day staffing requirements
• Coordinate responsibilities and workflow across the team, ensuring everyone is clear about their role and work is completed accurately and efficiently
• Provide clear direction, feedback, coaching and support to help staff perform at their best
• Address day-to-day staff issues and workplace disagreements promptly, fairly and constructively
• Coordinate staff onboarding, training and ongoing development
• Manage day-to-day staff performance independently, and work with the Practice Principal on recruitment and other significant staffing decisions
• Maintain clear and consistent practice procedures and expectations across the team.
• Keep the Practice Principal informed of significant operational and staffing matters while independently managing routine day-to-day issues
• Identify opportunities to improve workflow, communication, teamwork and patient service
• Support the team through changes to practice systems and processes and help ensure these are implemented smoothly

About You

We are looking for an experienced, highly organised Practice Manager with sound judgement, strong people‑management skills and the ability to take ownership of the day-to-day running of a busy specialist practice:

• Previous experience as a Practice Manager, Assistant Practice Manager or senior medical administration lead. Experience within a specialist surgical practice is strongly preferred, although highly experienced candidates from other healthcare practices will also be considered.
• Strong understanding of medical appointment management, billing and practice administration systems. Experience with MedicalDirector/Bluechip is highly regarded, although experience with other medical practice management software is acceptable.
• Experience with specialist billing and surgical administration, including theatre bookings, quotations, informed financial consent, health fund checks and hospital liaison, is highly regarded.
• Sound understanding of privacy, compliance and quality requirements within a healthcare practice.
• A confident and effective people leader who can provide clear direction, support staff, address issues constructively and hold team members accountable
• Highly organised with strong attention to detail and follow-through
• Strong communication and problem‑solving skills
• Comfortable combining operational leadership with hands-on administration, and willing and able to step into reception and other administrative duties when the team is busy or short‑staffed
• Professional, calm and solutions-focused under pressure
• Committed to patient confidentiality, respectful communication and high-quality care
• Available to work full‑time (38 hours per week) Monday to Friday, with four days per week considered for the right candidate

Why Join Us?

• Competitive salary of $45-$52 per hour + superannuation, depending on experience
• Permanent full-time position, with four days per week considered for the right candidate
• Monday-to-Friday position with no regular weekend work
• Join one of Sydney's leading specialist ENT surgical practices, based within Norwest Private Hospital
• Work alongside four experienced, top-rated ENT surgeons and lead an established team of six staff
• Stable team with long‑term staff members
• Genuine responsibility and autonomy for the day-to-day management of the practice
• Direct working relationship with the Practice Principal
• Free onsite undercover parking
• Next to Woolworths shopping centre and opposite Bella Vista Farm park
• Practice closure over the Christmas-New Year period