Practice Operations Manager

Epsa; Adelaide; On-site; AUD 75,000 - 85,000; Full time

Job summary

EPSA Health & Rehabilitation Centre in Morphett Vale is seeking a Practice Operations Manager to unify admin and clinical functions across two-site operations. The role is hands-on, frontline, and reports to the CEO.

You will own clinic systems, direct onshore and offshore admin teams, manage bookings and billing, and drive improvements with a commercial focus. This full‑time position offers a clear path to operational leadership.

Qualifications

• At least two years in medical or allied health practice administration.
• Experience managing front desk and admin teams.
• Knowledge of funding streams (NDIS, Medicare, RTWSA, DVA) and private health.

Responsibilities

• Own front-of-house operations and clinic tone.
• Lead onshore and offshore admin teams; direct, not coordinate.
• Manage bookings, room utilisation, roster coordination, and practitioner diary.
• Monitor utilization, rebooking, non-attendance, and unbilled work; address leaks.
• Coordinate corporate and pre-employment medical bookings with employers.
• Identify and rebuild inefficient processes; implement practical improvements.

Skills

Clinic administration

Systems thinking

Conflict resolution

Commercial awareness

Client facing

Tools

Nookal

Job description

Practice Operations Manager — Allied Health

(Level 9)

Morphett Vale (primary), with Belair support | Full-time | $75,000 – $85,000 + super

No nights. No weekends. No Saturdays. Reports directly to the CEO.

The short version

We need someone who can hold the clinic together on a hard day - and then go fix the system that made the day hard.

More than that: we need the person who connects our admin team, our clinical team, and whether this business actually hits its numbers.

This is a hands‑on operations role. You will own the operations of a busy two‑site allied health practice, direct our onshore and offshore admin team, and you will still be on the front desk during peak periods. If you want a role where you sit in an office and delegate, this is not it. If you want to actually run a clinic, it is.

You will report directly to the CEO. Decisions get made in the building.

About EPSA

EPSA Health & Rehabilitation Centre has been operating since 2010. We are privately owned, locally run, and we have grown from a one‑person exercise physiology practice into a multi‑disciplinary allied health group across two South Australian sites.

We run Physiotherapy, Exercise Physiology, Dietetics, Occupational Therapy and a Corporate Pre‑Employment Medicals division, funded across NDIS, Medicare, DVA, RTWSA, Home Care and private health.

We are not a corporate roll‑up. There is no head office to lodge a ticket with. If something is broken, you are the person who gets to fix it.

The bit most clinics get wrong

In most practices, admin and clinical run as two separate businesses that happen to share a building. Reception books, clinicians treat, and nobody owns the join.

That join is this job.

When a client does not rebook, that is a conversation with the practitioner, not a shrug. When utilisation drops, you see it before the month‑end report does. When a funding stream is leaking unbilled work, you find it and you flag it.

You will have visibility of the numbers that matter - utilisation, rebooking, unbilled work, non‑attendance - and you will be expected to do something about them, not just report them.

What you will actually own

• The front of house. You set the tone for the entire clinic. First person clients meet, last person they speak to, and the standard everyone else works to.
• The hard conversations. A client's NDIS plan has run out mid‑episode of care. Someone has been waiting fifteen minutes because a practitioner ran over. A family member is upset about a gap payment nobody warned them about. You do not escape these. You resolve them, calmly, and the client still books their next appointment on the way out.
• The numbers. Utilisation, rebooking rates, non‑attendance and unbilled work. You will not be buried in claim processing, we have deep billing expertise in the team already, but you will be the person who spots the leak and closes it.
• The team. You will set the work, check the quality and close the loop with our reception staff and our offshore administrative team. Not coordinate. Actually direct.
• The clinic flow. Bookings, room utilisation, roster coordination, gap‑filling and practitioner diary management across multiple disciplines in Nookal.
• Corporate and pre‑employment medicals. Coordinating bookings with employers and recruiters, and keeping documentation tight and audit‑ready.
• The systems themselves. When you find a process that does not work, we want you to say so, and then rebuild it. This is genuinely part of the job, not a line in an ad.

Who we are looking for

You have done at least two years in medical or allied health practice administration, and you are already the person your current team goes to when something goes wrong.

You are:

• Unflappable. Angry client, double‑booked room, practitioner off sick, you triage and move.
• Commercially aware. You understand that a clinic is a business, and that unbilled work is lost money.
• Systems‑minded. You would rather fix a process once than firefight it every week.
• Direct and warm. You can say no to a client and have them thank you for it.
• Trustworthy without supervision. You will be the senior operational person on the floor.
• Driven. You move fast and you do not wait to be asked twice.
• Invested. You want the clinic to win, not just get through the day.

On funding systems: You have worked in a clinic with mixed funding - NDIS, Medicare, RTWSA/WorkCover, DVA or private health - and you understand why it matters. You do not need to be an expert across all five. We already have deep billing expertise in the team, and you will work alongside it. We would rather have drive and commercial curiosity than a fifth funding stream.

Nice to have, not essential: Nookal experience, pre‑employment medical or corporate health exposure, prior team leadership or supervision, and experience using AI tools to speed up admin work.

What you get

• $75,000 - $85,000 + super, published up front. No guessing games, reviewed annually.
• No nights. No weekends. No Saturdays. Clinic hours, full stop.
• A direct line to the CEO. No layers, no politics, no waiting three weeks for a decision.
• Real authority. You direct the admin team, onshore and offshore, and you own the systems.
• Growth if you want it. There is genuine scope to expand into broader operational and commercial responsibility as we grow.
• Structured systems, not chaos. Documented processes, a proper HR platform, and a practice that already runs on systems rather than memory.
• A team that is not miserable. Multi‑disciplinary, small enough that everyone knows your name.

On AI and new tools

We use AI tools to take the grind out of admin - drafting, summarising, chasing and reporting - and we will keep doing more of it.

If you have used them at work, tell us what for. If you have not, but you are curious and quick to pick things up, that is fine too. We would rather have someone who teaches themselves a new tool than someone who already knows one.

What we will not work with is "that is not how we have always done it."

If you have got a commercial streak

We run a growing corporate pre‑employment medicals division working with South Australian employers and recruiters.

Not required. Not expected. But if it is in you, we want to know.

Applicants must have current Australian working rights at the time of application.