Little Village Therapy is looking for an experienced, proactive and highly organisedPractice Managerto help lead the day-to-day operations of our growing paediatric occupational therapy clinic in Sutherland.
This is a key leadership role within our village.
Working closely with the Director, you will oversee client care, administration, scheduling, systems and clinic operations so our families feel supported, our clinicians can focus on their clinical work and the practice runs smoothly.
This is a hands-on role for someone who takes genuine ownership.
You will be confident leading administrative processes, monitoring clinic performance, identifying gaps and following priorities through to completion.
You will not wait for every task to be assigned—you will notice what needs attention, develop practical solutions and keep the Director informed.
Previous experience with the NDIS is essential.
Experience managing administration or operations within paediatric allied health, disability or another healthcare setting is strongly preferred.
Key responsibilities
Client care and family experience
Ensure families receive warm, timely and accurate communication
Oversee the enquiry, referral, intake and onboarding journey
Support families to understand clinic processes, fees, service agreements and NDIS administrative requirements
Respond to complex enquiries, concerns and service issues with empathy, professionalism and appropriate boundaries
Maintain strong relationships with families, support coordinators, plan managers, schools and other professionals




Monitor the overall client experience and identify opportunities for improvement
Calendar and caseload management
Oversee clinician calendars, recurring appointments, cancellations and rescheduling
Monitor scheduling gaps, waitlists, clinician capacity and caseload development
Support the administration team to book appointments strategically and maintain sustainable clinician caseloads
Review cancellations and unfilled appointments and coordinate proactive follow-up
Ensure leave, meetings, groups, assessments and non-clinical responsibilities are accurately reflected in clinic calendars
Work with the Director to support clinician billable targets and clinic performance
NDIS and financial administration
Oversee service agreements, funding dates, plan information and required documentation
Ensure NDIS invoicing and claiming processes are accurate and timely
Monitor outstanding accounts, rejected invoices and payment follow-up
Liaise with plan managers, support coordinators and families to resolve funding or invoicing concerns
Identify funding risks early and communicate these clearly to the relevant clinician and Director




Support accurate fee communication and consistent application of clinic policies
Practice operations and systems
Coordinate the day-to-day administrative operations of the clinic
Maintain accurate client records, templates, workflows, checklists and practice-management systems
Review and improve systems to reduce missed tasks, duplicated work and administrative errors
Ensure clinic policies and processes are followed consistently
Maintain oversight of general reception, supplies, facilities and the presentation of the clinic
Support the coordination of groups, events, school holiday programs and community partnerships
Notice operational risks or outstanding tasks and act before they become larger problems
Ensure actions from meetings are recorded, allocated and followed through
Team leadership and communication
Provide clear direction, support and accountability to the client-care and administration team
Delegate tasks appropriately and follow up on agreed actions
Support the onboarding and training of administration team members
Establish explicit priorities and help the team manage competing demands
Maintain consistent communication between administration, clinicians and the Director
Encourage a culture of ownership, respectful communication and continuous improvement
Address performance or workflow concerns early and elevate matters appropriately
Help create an organised environment in which people understand their responsibilities and feel supported to succeed
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📌 Practice Manager (Sydney)
🏢 Little Village Therapy
📍 Sydney