2021 Practice Manager-TAFE Students preferred null

Grace Children's Therapy is looking for a full-time practice manager/business support manager to help make a difference in the lives of children and families in our community. Grace Children's Therapy focuses on enriching the lives of children with a disability and/or learning disorders.  It is our vision to provide outstanding customer service and client-centre therapy services to the community. We have been providing services to the Sydney Hills District for 14 years and are based in Castle Hill (NSW). At Grace Children's Therapy, we are continuously growing and we're looking for a business support manager to coordinate and manage the day to day operations of the practice and assist with business planning, client coordination and programming and strategising for future growth, with a team of 10 therapists and 3 administration. 

Our ideal candidate will have medical or allied health administration skills with a strong customer service acumen. The successful applicant will work as an important member and will form part of the administration team in a leadership role whilst providing support to the clinical team and works closely with the company director.  A significant portion of your work will include coordinating clients that attend our practice as well as managing the implementation of our therapy group programs and overseeing workflow management. Our administration team are our pillar and we are looking for a strong leader that is open-minded, energetic and innovative. As the first point of call for our families and staff, your responsibilities will include overseeing the smooth running of operational activities, communication between the clients, administration and clinicians and managing the KPI's across the practice. It will be imperative for you to be across all aspects of the operations and be able to demonstrate a high level of leadership and take a solutions-based approach to ensure appropriate resolution for any issues that may occur. 

Key objectives of the role:

• Ensure the efficient operations of the practice from the front desk to the clinical team
• Coordinate the clients and therapy programs, appointment/scheduling management and ensure the practice management schedule is up to date across the therapy team.
• Coordinate the NDIS intake process and ensure all documentation is received and processed accurately and in a timely manner.
• Oversee the processing and data entry of NDIS clients through the portal and update accounts/costs and client profiles.
• Manage daily staffing and rostering, maintain records for leave requests and coordinate coverage and assist with payroll requirements as needed.
• Review KPI's fortnightly to ensure they are being met and provide monthly management and reporting of KPI's to the director.
• Manage the Practice Management Software to ensure data is entered correctly, client profiles are setup correctly and oversee transactions and invoices are processed accurately.
• Coordinate and conduct regular staff meetings and maintain records of agenda and minutes.
• Evaluating, collating and providing monthly reports to the director of key business metrics such as; intakes, conversions, client exits, revenue analysis and social media analytics.
• Execute safe work practices and maintain records including updating and executing the COVIDsafe plan. Ensure COVID19 principles and orders are adhered to.
• Maintain a friendly & upbeat team culture and foster a positive relationship across the team.
• Support the administration team as needed including providing coverage when required and assist with the daily intakes, phone calls and diary management.
• Overseeing the client database including the waitlist database
• Assist with social media management including strategy, reviewing posts and future planning events.

Essential Criteria:

• Solid administrative skills to manage an allied health practice including aspects of the P&L
• Qualifications in administration and/or Practice Management or similar
• Strong customer service focus and telephone manner 
• Ability to demonstrate empathy and compassion whilst maintaining professional standards. 
• Organisational skills in the management of reporting and managing KPI's
• Demonstrate resilience in challenging times and remaining professional and solution-focused.
• Exceptional organisational skills and time management skills.
• High-level attention to detail and accuracy with managing the practice management system and data entry.
• Exceptional computer skills including knowledge of Microsoft suite across various devices and able to develop and utilise spreadsheets.
• Tech-savvy across various platforms such as TEAMS, Monday, Jotform (digital documents), payroll/time in attendance systems and social platforms.
• Ability to lead across an administration and allied health team and work collaboratively.
• Strong problem-solving abilities, taking a solutions-based approach.
• Ability to work in a face-paced environment
• Previous experience coordinating a medical or allied health practice or a strong willingness to learn.
• Experience working with NDIS, Medicare and private health clients is highly regarded.
• The ability to build rapport with clients, taking a compassionate approach.
• Ability to work independently and cooperatively with the director
• Be available to work during our practice hours of operation Tuesday to Saturday (being a shorter day, finishing at 1:30 pm) with weekdays finishing at 6 pm (2 days/week) and 7 pm (2 days/week). - Practice Hours are not negotiable.
• The nature of the role requires a person that can lead by example and can demonstrate leadership and professionalism.
• Be flexible as is required when working in a small business.
• Will be required to have or willing to obtain a Working with Children Check, National Police check and NDIS worker screener check.
• Requires full COVID19 vaccination as per mandatory vaccination health orders.