Practice Operations Lead – Allied Health (Remote)

Positive Mind Works Limited; Auckland; Remote; NZD 80,000 - 110,000; Full time

Job summary

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.

Responsibilities

• 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.

Skills

Team leadership

Roster management

Communication

Project management

Privacy/compliance knowledge

Remote leadership

Problem solving

Education

Healthcare administration experience

Tools

Halaxy

Elixir

HubSpot

Xero

Stripe

Iconnex phone platform

Private health billing portals

Job description

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.