About the role

Lead the day-to-day operations of a growing psychology practice across its Randwick and Marrickville clinics. Working closely with the Director, you will set operational priorities, lead the administrative and reception team, and oversee the systems, processes and practice workplace that support high-quality psychological services. This autonomous role combines people leadership with hands-on administration, including client enquiries, bookings, intake, payments, compliance and continuous improvement.

Key responsibilities

- Lead and coordinate daily operations across both clinic sites, ensuring services run smoothly, efficiently and consistently.

- Set operational priorities with the Director and translate practice goals into practical plans, workflows and timelines.

- Develop, implement and continually improve administrative systems, procedures and workflows.

- Lead, supervise and support the administrative and reception team, including work allocation, rostering, leave coverage, training and performance conversations.

- Coordinate recruitment, induction, onboarding and offboarding for administrative staff and clinicians.

- Manage clinician calendars, room allocation and scheduling capacity across both sites.

- Process and oversee payments, Medicare claims, NDIS, third-party and insurer invoicing, reconciliations and debtor follow-up.

- Maintain accurate financial and client records and prepare regular operational and financial reports for the Director.

- Manage purchasing, supplier accounts and operational expenses within agreed budgets.

- Oversee the client journey from initial enquiry and intake through to booking, follow-up and rebooking, resolving queries and concerns professionally.

- Maintain compliance records, including clinician registrations, insurance, privacy requirements and renewal dates.

- Coordinate facilities, maintenance, equipment,



supplies and IT support to maintain organised, safe and welcoming clinics.

- Act as the main administrative contact for referrers, suppliers, landlords and service providers.

- Support a positive and cooperative workplace by organising team meetings, gathering feedback and progressing wellbeing and process improvement initiatives.

What we're looking for

- At least three years of experience in practice management, office management or a senior administrative role.

- Demonstrated experience leading, supervising or providing day-to-day direction to an administrative team.

- Experience improving administrative systems, processes or workflows and implementing new ways of working.

- Strong organisational, planning, project coordination and problem-solving skills, with excellent attention to detail.

- Sound numeracy and financial administration skills, including payments, reconciliations and reporting.

- Professional, warm and people-focused communication skills, with the ability to remain calm and solutions-focused under pressure.

- Understanding of confidentiality, privacy and ethical requirements in a sensitive service environment.

- Proficiency in Halaxy or similar practice management software and Microsoft Office.

- Experience in a psychology, allied health or medical practice is desirable.

- Knowledge of Medicare claiming, NDIS and healthcare billing systems is desirable.

- A qualification in practice management, business or leadership is desirable.

- Availability to work across the Randwick and Marrickville clinics.

How to apply

If you are an organised, people-focused leader who would like to help shape a growing practice, we would love to hear from you. Please apply via Seek with your resume and a cover letter outlining your leadership experience and how you meet the essential criteria. Applications will be reviewed as they are received, so we encourage you to apply early.

📌 Practice Manager (Sydney)
🏢 Aperture Psychology
📍 Sydney