Full-Time | Warrnambool, Victoria

$35.00 per hour plus superannuation and applicable award entitlements

About CapacityPlus CapacityPlus is a well-established private allied health practice with offices in Warrnambool and Melbourne. We provide skilled, accessible and person-centred services to people of all ages and backgrounds across metropolitan and regional Victoria.

Our Warrnambool office supports a growing multidisciplinary team and works across a diverse range of referral pathways, including community, NDIS, TAC, WorkSafe, medico-legal and other funded services.

About the Role We are seeking an organised, proactive and experienced Practice Manager to coordinate the day-to-day administration and operations of our Warrnambool office and across CapacityPlus. Reporting to the Chief Operations Officer, you will help ensure that clients, families, referrers and clinicians receive timely, accurate and professional support. You will coordinate local workflows, maintain efficient administrative systems and help deliver a welcoming and consistent experience across the practice.

This is a hands-on role combining client service, clinician support, office coordination and practice administration. You will work with a high level of autonomy within established policies and procedures, taking responsibility for the quality and timeliness of your work. You will also provide administrative and operational support to CapacityPlus team members working from other locations when required.

Key Responsibilities

- Coordinate the daily administration and operation of the Warrnambool office
- Manage client intake, appointments,



waitlists, reminders, cancellations and follow-up requirements
- Provide professional and responsive communication to clients, families, referrers, funding bodies and other stakeholders
- Support clinicians with appointments, documentation, correspondence, report distribution and service coordination
- Prioritise competing administrative demands and resolve routine operational issues
- Maintain accurate client, referral, appointment and financial records
- Coordinate room hire enquiries, tours and onboarding for external practitioners and organisations
- Oversee office supplies, equipment, maintenance, contractors and shared facilities
- Monitor the presentation, safety and functionality of the Warrnambool office
- Maintain office procedures, checklists and shared administrative resources
- Support confidentiality, privacy, records management, document control and service improvement processes
- Identify issues early and escalate clinical, financial, safety or employment matters appropriately

About You You will be a dependable and approachable administrator who enjoys creating order, solving practical problems and supporting people.



You will be comfortable managing interruptions and competing priorities while maintaining accuracy, confidentiality and a high standard of client service.

To be successful in this role, you will have:

- Relevant administrative experience, a relevant qualification, or equivalent demonstrated skills and experience
- Strong organisational, administrative and problem-solving skills
- Highly developed written and verbal communication skills
- The ability to work autonomously and take responsibility for the quality and timeliness of your work
- A professional, respectful and client-focused approach
- Strong attention to detail and the ability to manage competing priorities
- A current Police Check and Working with Children Check, or willingness to obtain both
- A positive, friendly and professional outlook

Experience with appointment management, client intake, healthcare records, Microsoft 365 or client relationship management software would be highly regarded. Previous experience in allied health, healthcare, disability, NDIS or another client-focused service environment is desirable but not essential.

What We Offer

- A full-time position based in Warrnambool
- A varied role with genuine responsibility and autonomy
- The opportunity to support a growing multidisciplinary allied health team
- A welcoming, qualified and person-centred work setting
- A starting rate of $35.00 per hour, plus superannuation and applicable award entitlements
- Annual remuneration reviews
- Opportunities for advancement based on performance, experience and increased responsibilities

📌 Practice Manager (Warrnambool)
🏢 CapacityPlus
📍 Warrnambool