Location: Ringwood, VIC
Employment Type: Part-time or Full-time
Working Hours: Flexible and negotiable
Remuneration: Competitive and negotiable based on skills and experience

About PhysioTime Physiotherapy

PhysioTime Physiotherapy is a growing, multidisciplinary physiotherapy clinic based in Ringwood, Victoria, specialising in musculoskeletal physiotherapy, men's and women's pelvic health, continence management, rehabilitation and Clinical Pilates.

We pride ourselves on delivering high-quality, evidence-based care while maintaining a professional, supportive and patient-centred environment.

We are seeking an experienced, proactive and business-minded Practice Manager who can take ownership of our day-to-day operations, lead our administrative team, drive business growth and ensure the clinic operates efficiently and consistently.

This is an excellent opportunity for someone who enjoys combining operational management, people leadership and business development within a growing healthcare practice.

Key Responsibilities1. Daily Practice Operations

- Oversee the smooth and efficient day-to-day running of the clinic.
- Manage administrative workflows, appointment scheduling systems, billing processes and patient experience.
- Identify operational inefficiencies and implement practical improvements.
- Ensure daily, weekly and monthly operational tasks are completed accurately and on time.
- Maintain effective communication between practitioners, administration staff and clinic directors.
- Take ownership of operational issues and resolve them proactively.

2. Staff Management and Performance

- Lead, supervise and support the administration team.
- Coordinate staff rosters, leave arrangements and daily work allocation.
- Monitor staff performance, productivity, accountability and adherence to workplace expectations.
- Conduct regular performance reviews and provide constructive feedback.
- Support staff recruitment, onboarding, training and professional development.
- Establish clear responsibilities, performance expectations and accountability across the team.
- Promote a positive, professional and high-performing workplace culture.

3. Business Development and Practice Growth

- Work closely with the clinic director to identify and implement business growth opportunities.
- Monitor key business performance indicators, including appointment utilisation, cancellations, patient retention,



revenue and conversion rates.
- Develop strategies to improve patient experience, retention and overall practice performance.
- Support marketing initiatives, referral relationships and community engagement activities.
- Identify opportunities to grow existing services and introduce new programs.
- Assist with business planning, goal setting and implementation of growth strategies.
- Provide regular performance reports and recommendations to the clinic director.

4. Policies, Procedures and Systems

- Develop, review, update and implement clinic policies and standard operating procedures (SOPs).
- Ensure staff understand and consistently follow established processes.
- Maintain structured systems for administration, documentation, billing, communication and clinical support.
- Conduct regular internal audits to identify gaps and improve operational standards.
- Oversee staff training and implementation of new policies and procedures.
- Continuously improve systems to support efficiency, accountability and business growth.

5. Compliance and Risk Management

- Oversee compliance with relevant healthcare regulations, privacy requirements and workplace policies.
- Maintain accurate administrative records and ensure appropriate document management.
- Monitor Medicare, private health insurance, WorkCover, TAC and other relevant billing and administrative requirements.
- Ensure staff comply with confidentiality, patient privacy and data protection procedures.
- Coordinate workplace health and safety processes, incident reporting and risk management.
- Monitor compliance requirements and maintain systems to ensure the clinic remains audit-ready.
- Escalate clinical or regulatory matters to the appropriate practitioner, director or external adviser.

6. Financial and Administrative Oversight

- Monitor daily billing, outstanding accounts, invoicing and payment reconciliation processes.
- Review operational expenses, supplier arrangements and cost efficiencies.




- Track relevant financial and operational performance indicators.
- Support budget management and financial reporting.
- Identify opportunities to improve profitability without compromising patient care.

About You

We are looking for an organised, confident and results-driven professional who can take initiative, manage people effectively and contribute meaningfully to the growth of the business.

The ideal candidate will have:

- Previous experience in practice management, healthcare administration or business operations.
- Relevant qualification
- Solid leadership and staff management skills.
- A sound understanding of business development, operational performance and financial management.
- Experience developing and implementing policies, procedures and administrative systems.
- Knowledge of healthcare compliance, Medicare, private health insurance and relevant billing processes (highly desirable).
- Excellent organisational, communication and problem-solving skills.
- Confidence in managing staff performance and addressing operational challenges.
- Strong attention to detail and the ability to work independently.
- Experience with Cliniko or similar practice management software (advantageous).

What We Offer

- Flexible working hours with part-time or full-time opportunities.
- Negotiable remuneration based on experience and capabilities.
- A leadership role with genuine responsibility and autonomy.
- The opportunity to work directly with the clinic director on business development and practice improvement.
- A supportive and collaborative team environment.
- The opportunity to grow professionally alongside an expanding healthcare business.

Why Join PhysioTime?

This is more than an administrative management position.

We are looking for someone who can take ownership of practice operations, lead and develop the team, strengthen systems and compliance, and actively contribute to the long-term success of PhysioTime.

If you are a motivated practice manager who enjoys improving processes, developing people and driving business performance, we would love to hear from you.

To Apply: Please submit your resume and a brief cover letter outlining your relevant experience and suitability for the role.

Pay: From $40.00 per hour

Expected hours: 20.0 – 38.0 per week

Benefits:

- Employee discount
- Gym membership

Work Location: In person

📌 Practice Manager (Ringwood)
🏢 PhysioTime Physiotherapy and Clinical Pilates
📍 Ringwood