Optiform operates as a multi-disciplinary allied health clinic, offering evidence based and patient centred assessment and therapy for children, adolescents and adults.

Our experienced team of clinicians provide professional services including Speech Therapy, Occupational Therapy, Mental Health, and Exercise Therapy.

About You :

- Formal tertiary qualifications are not required for this position. Optiform values demonstrated experience, capability and practical skills over formal qualifications for this role.
- Relevant Australian-recognised qualifications in Business Administration, Business Management, Practice Management, Health Administration or a related field will be well regarded but are not essential.
- Equivalent skills and knowledge gained through substantial relevant workplace experience will be considered highly valuable.
- Ongoing professional development relevant to administration, leadership, systems, healthcare or practice management is encouraged.

Position Summary :

The Office Manager is responsible for the effective day-to-day coordination of Optiform’s administration, client service and billing functions, ensuring that the systems supporting clinical service delivery operate accurately, efficiently and consistently.

The role has oversight of client administration from enquiry and intake through to commencement and ongoing delivery of services, including Service Agreements, funding information, billing, clinician diaries, waiting lists and administrative workflows.

The Office Manager leads and supports the Administration Team, establishing clear processes, monitoring completion of key administrative tasks and ensuring a consistently high standard of client service.





Working closely with the Practice Manager, Directors and clinical team, the Office Manager plays an important role in maintaining efficient clinic operations, maximising clinician diary utilisation, supporting accurate and timely billing and ensuring administrative processes meet organisational, funding and compliance requirements.

The Office Manager also undertakes the core responsibilities of the Administrator role and provides hands‑on administrative and front‑of‑house support as required.

Key Requirements :

- 2+ years’ experience in a health administration role
- Demonstrated experience in office management, administration coordination or a senior administrative role.
- Experience providing day‑to‑day leadership, coordination or supervision of an administration team.
- Robust experience managing competing administrative priorities, workflows and deadlines in a busy service environment.
- Experience with billing, invoicing, payment reconciliation and/or accounts administration.
- Demonstrated experience managing client/customer records, appointments, diaries and scheduling systems.
- Experience developing, implementing and improving administrative systems and processes.
- Moderate level of confidence using practice management systems such as Splose or Halaxy




- Demonstrated ability to identify problems, take ownership and follow tasks through to resolution.
- Experience working with confidential and sensitive information.
- Microsoft Office Suite
- High attention to detail and accuracy
- Flexibility and adaptability
- Strong customer service orientated
- Teamwork focus and approach

Job Responsibility :

Key responsibilities

Welcome clients and visitors, including children to the Optiform clinic.

Create a warm, welcoming and happy environment for clients to feel safe and secure.

Provide general administration support, e.g. maintenance of records, taking and recording payments, monitoring and responding to emails, taking calls, maintaining clinical waitlist, reconciling payments, scheduling and confirming appointments.

Attend to general office duties including photocopying, faxing, scanning and data entry, as required.

Assist clients and visitors when required.

Assist with reporting requirements with data input as advised, e.g. Medicare, NDIS.

Ensure NDIS, Medicare, Work Cover and TAC details are obtained from client or relative where necessary and relevant paperwork is given to client.

Maintain client records.

Enter client information and documents into Practice Management Software (Splose).

Liaise with referring Doctors and specialists to obtain further medical information for client.

Answer any incoming/outgoing calls maintaining confidentiality and customer focus approach in all duties.

Attend to general appearance and presentation of clinic & waiting room.

Assist in opening and/or lock-up at start/end of day.

Teamwork & Contribution to Cultur

📌 Office Manager (Ballarat)
🏢 Optiform
📍 Ballarat