Administration / Practice Manager

Position Title: Administration & Practice Manager
Location: Surf Coast Superclinic, Winchelsea VIC 3241
Employment Type: Full time

Position Summary

The Administration & Practice Manager is responsible for the day-to-day operational management of the medical practice, ensuring efficient administration, excellent patient service, and compliance with healthcare regulations. The role supports medical practitioners, nurses, allied health professionals, and reception staff while overseeing business operations, staffing, billing, and quality improvement activities.

Key Responsibilities

Practice Operations

- Oversee daily clinic operations to ensure efficient service delivery.

- Develop and maintain administrative systems and procedures.

- Manage appointment scheduling processes and patient flow.

- Coordinate maintenance of clinic facilities and equipment.

- Ensure adequate office supplies and inventory are maintained.

Staff Management

- Supervise reception and administrative staff.

- Coordinate staff recruitment, induction, training, and performance reviews.

- Prepare staff rosters and manage leave requests.

- Foster a positive and collaborative workplace culture.

Patient Services

- Ensure high standards of customer service and patient satisfaction.

- Manage patient enquiries, complaints, and feedback professionally.

- Support continuous improvement in patient experience.

Financial Management

- Oversee Medicare, DVA, TAC, WorkCover, and private billing processes.

- Monitor accounts, banking, and revenue reporting.

- Liaise with accountants, bookkeepers, and external service providers.

- Assist with budgeting and financial planning.

Compliance & Quality

- Ensure compliance with RACGP Standards, AHPRA requirements, privacy legislation,



and accreditation requirements.

- Maintain policies, procedures, and practice documentation.

- Coordinate accreditation activities and quality improvement projects.

- Manage risk, infection control, and workplace health and safety requirements.

Information Technology

- Support practice management software systems (e.g., Best Practice).

- Liaise with IT providers regarding system maintenance and troubleshooting.

- Ensure data security and privacy requirements are met.

Stakeholder Engagement

- Develop effective relationships with healthcare providers, hospitals, community services, and external agencies.

- Support practice growth, service development, and community engagement initiatives.

Essential Criteria

- Previous experience in medical practice management, healthcare administration, or a similar leadership role.

- Strong organisational and time management skills.

- Excellent communication and interpersonal skills.

- Knowledge of Medicare billing, healthcare regulations, and medical practice systems.

- Proficiency in Microsoft Office and practice management software.

- Ability to lead and motivate a multidisciplinary team.

Desirable Criteria

- Certificate IV or Diploma in Practice Management, Business Administration, or Health Administration.

- Experience with RACGP accreditation processes.

- Knowledge of Best Practice software.

- Experience in general practice or primary healthcare settings.

Key Performance Indicators (KPIs)

- Patient satisfaction and service quality.

- Appointment utilisation and operational efficiency.

- Billing accuracy and revenue management.

- Staff engagement and retention.

- Successful accreditation and compliance outcomes.

- Timely completion of quality improvement activities

For interview, please email your CV to ••••@surfcoastsuperclinic.com.au

📌 Admin/Practice manager (Winchelsea)
🏢 Reliance Care Medical Center
📍 Winchelsea