Practice Manager

Positive Mind Works Limited; Auckland; À distance; NZD 80 000 - 110 000; Plein temps

Résumé du poste

Positive Mind Works Limited seeks a Practice Manager to lead the administration team across psychology and psychiatry services. You will own rostering, patient flow, billing, and compliance while ensuring clinician diaries stay full and invoices are paid.

You will recruit, onboard and mentor staff, manage rosters across NZ and AU time zones, and maintain systems like Halaxy, HubSpot, Xero and Stripe. Travel monthly to Auckland/Northland and Australia may be required.

Qualifications

• At least 3 years' experience in practice management or administration leadership in healthcare or allied health.
• Proven experience leading and developing a team.
• Strong rostering, organisational and prioritisation skills.
• Confidence with practice management software and cloud-based systems.
• Working knowledge of privacy obligations under health information laws.
• Excellent written and verbal communication, with a warm, professional manner.

Responsabilités

• Lead, support and develop the administration team, including senior administrators.
• Recruit, onboard and train new administration staff.
• Hold regular one-on-ones and team meetings; conduct annual performance reviews.
• Prepare and maintain administration rosters covering NZ and AU time zones.
• Coordinate clinician availability, appointment templates and leave cover.
• Oversee intake, triage, bookings and client communications for psychology and psychiatry services.
• Oversee client invoicing, payments and debt follow-up with Accounts Manager.
• Own practice systems (Halaxy, Elixir, HubSpot, Xero, Stripe, Iconnex platform, billing portals).
• Ensure privacy and health information obligations in NZ and AU are met.

Connaissances

Team leadership

Roster management

Communication

Project management

Privacy/compliance knowledge

Remote leadership

Problem solving

Formation

Healthcare administration experience

Outils

Halaxy

Elixir

HubSpot

Xero

Stripe

Iconnex phone platform

Private health billing portals

Description du poste

The Practice Manager leads the day-to-day running of the practice so that clients receive a smooth, responsive experience and clinicians can focus on clinical care. The role leads the administration team across the psychology and psychiatry services of Positive Mind Works and Focus Mindworks. It owns rostering, patient flow, billing and administrative compliance, and continually improves how the practice runs. While the administration team carries out the day-to-day work, the Practice Manager is ultimately accountable for clinician diaries being full and invoices being paid.

Key responsibilities

Lead, support and develop the administration team, including the Psychology and Psychiatry Senior Administrators

Recruit, onboard and train new administration staff

Hold regular one-on-ones and team meetings, and conduct annual performance reviews

Prepare and maintain administration rosters so service hours are covered across Australian and New Zealand time zones

Coordinate clinician availability, appointment templates and leave cover in consultation with the Director and COO

Oversee intake, triage administration, bookings and client communications for psychology and psychiatry services

Oversee client invoicing, payments and debt follow-up, working with the Accounts Manager

Act as the day-to-day owner of practice systems, including Halaxy, Elixir, HubSpot, Xero, Stripe, Iconnex phone platform and private health billing portals

Ensure administrative practices comply with privacy and health information obligations in New Zealand and Australia

Provide regular reports to the Director on key operational metrics, such as bookings, utilisation, call logs, waitlists, revenue collected, debtors and team performance

About you

At least 3 years' experience in practice management or administration leadership, ideally in healthcare or allied health

Proven experience leading and developing a team

Strong rostering, organisational and prioritisation skills

Confidence with practice management software and cloud-based systems

Working knowledge of health privacy obligations

Excellent written and verbal communication, with a warm, professional manner

Sound judgement and discretion with sensitive information

Calm, organised and solutions-focused under pressure

Comfortable working remotely and leading a distributed team, and able to travel monthly to Auckland or Northland and occasionally to Australia

Committed to client-centred, culturally safe care, including an understanding of Te Tiriti o Waitangi

About us

Positive Mind Works is a telehealth psychology and psychiatry practice serving clients across Australia and New Zealand. Our multidisciplinary team delivers accessible, high-quality mental health care, supported by a dedicated administration team. PMW also operates Focus Mindworks, a specialist ADHD assessment and GP shared care platform.