Office Manager

 

Main characteristics

Company

Australian Acupuncture Centre

Salary

$30 - $39.99 per hour

Employment type

Part time

Category

Administration & Office Support

Job summary

Allied Health Clinic Manager Wanted

Geelong West location
Position commencing immediately

The Australian Acupuncture Centre is a busy, fast paced, Chinese medicine practice, located in Manifold Heights, Geelong, offering the full range of acupuncture and Chinese medicine health services. This is an extraordinary opportunity to work with a vibrant, well established, busy practice, with a well-respected and professional team, in a supportive work environment

If you are looking for an office manager role with a difference, where you are challenged and have great variety, along with somewhere you can grow and develop your skills, this is the job for you. Applicants must have a mature and empathetic approach with excellent communication skills. You must be self-motivated, accountable and possess a strong team leader attitude.

This role demands multi-tasking abilities, organisation skills, forward thinking and time management skills. Possessing the ability to switch seamlessly, from task to task, is crucial for an allied health clinic manager. Assignments may change and accumulate throughout the day, so the clinic manager needs to remain flexible and be prepared to handle and problem solve any job assigned to them.

The successful applicant would be required to support all aspects of Chinese Medicine reception, including answering phone calls, making client appointments, using electronic client management systems, administrative duties, be able to work as an effective and efficient member of our team, while providing supportive and professional assistance to our clients and practitioners.

As Clinic Manager you will be responsible for the smooth day to day operations as well as a focus on continual improvement and business growth. You will work proficiently in a fast-paced environment, working collaboratively with the director and all AAC staff/contractors, facilitating team building and communication. Reporting to the practice owner, you will be leading and managing a growing team of clinical and reception staff.

A key role is to manage social media.

Must be able to cover reception staff when sick or on holidays.

To be successful in this role you will need to have reception experience, strong attention to detail and high-level interpersonal skills.

Excellent computer skills are essential to this roleMicrosoft office, inc Word, Excel & PowerPointAdobe PDFSocial Media inc Facebook and InstagramWordPress BloggingClinic Electronic patient management system

This is an in-office work experience with a lot of face-to-face time, managing patient and staff expectations.

Remuneration for this position will be in accordance with the Health & Allied Services Award.

To suit the role, you would, ideally, have at least three years experience as a clinic / practice / retail/ HR manager. You must be able to show that you have a proven track record of creating & leading teams, demonstrating the ability to work collaboratively, & that you have great business acumen.

If this sounds like you, then it doesnt matter what sector you come from as we know we can provide you with the industry specific knowledge required to be successful.

This isnt a role for someone who just wants a job

it is for someone wanting to be part of a team for the long term

You will be a perfect fit for this role if you:

Align with our values, including a focus on patient care, & of course ensuring clinic profitability.

Are calm, confident, action-oriented & a leader/manager that our team can look up to.

Are proactive & you have exceptional people management & leadership skills

Are passionate about supporting & coaching a team to deliver exceptional patient care

Are an excellent communicator & a problem solver;

Have excellent attention to detail, paired with strong communication & interpersonal skills

and you are able to analyse business data & implement strategies to build a highly skilled team that thrives on
improving their performance whilst doing what they love.

This isnt a role for first-timers, so you will need:

Previous management experience

An excellent track record with customer services & managing teams of people

Proven ability to grow & develop the business

Leadership skills & ability to work independently

Demonstrated staff-management skills

Understanding of HiCaps & Patient booking systems (training will be provided to ensure you can manage
our particular system)

Extensive knowledge of Microsoft Office Products (Word, Excel, Outlook)

Drive, dedication, flexibility, enthusiasm & the ability to foster a positive team environment

Attention to detail & organisational skills

You will be required to:

Support our team members to work productively, effectively & to deliver strong outcomes for our patients

Facilitate our teams sense of community & continue to champion our positive clinic culture

Identify gaps in service & build the capacity of our team, either through recruitment &/or training to ensure our
team can deliver a first class service to our patients

Manage team member performance, including conducting performance reviews

Build relationships with our patients, identify what is working well & create change in areas that can be improved

Have a vision for our team & how we can help our patients reach their full potential

Understand how the dynamics of a fast-paced allied health clinical environment work

Show ability to model & uphold business & patient confidentiality according to legal & ethical requirements

Have exceptional organisational & multitasking skills

Have excellent management & negotiation skills, as well as, excellent listening, verbal & written communication
skills

Be decisive & have strong problem-solving skills, especially when under pressure

Develop, monitor & review organisational systems to maximise productivity & patient centred outcomes

Continuously review the operational environment of the practice, seeking opportunities to improve processes

Ensure all reception & clinical staff feel connected & motivated to work towards AAC business goals

Ensure reception staff are competently trained to the highest level in their role.

Ensure staff morale, professional values and respect are always upheld in the workplace environment;

Monitor, advise and develop strategies that ensure workforce efficiencies;

Excellent written and verbal communication skills, including negotiation and objection handling with sound
problem solving skills, and the ability to adapt to a fast paced and changing environment.

Ability to provide guidance and support to team members

Highly motivated and organised administrative qualities with excellent time management skills

A high level of productivity and a commitment to continual improvement

Evaluate and manage staff performance via PD's & relevant KPIs, as well as, organising training programs to ensure targets are being met and deficiencies in performance are mitigated

Ensuring all office polices and procedures are adhered too.

Handle patient inquiries and complaints

Ability to keep staff accountable

Strong work ethic and desire to grow and lead a team

Provide expert advice and support for the Director in the efficient and effective operation of the practice.

Ensure an exceptional, personalised experience is being delivered to all patients by all of the team

Drive revenue growth and profitability through increased bookings, treatments and product sales

Review business data and implement strategies to improve overall performance

Create relationships within the local community to support the acquisition of new clients to our clinic

Oversee clinic operations including, but not limited to, rostering, coordinating training and setting clinic budgets

Respond to and resolve feedback from the clinic team and patients

Oversee the implementation of a safe working environment, ensuring the clinic complies with health and safety requirements

Ensure all systems, processes and protocols are being adhered to

Be immaculately and professionally presented

A key role is to manage our social media presence (including Facebook, Instagram, YouTube etc)

Must also be able to cover reception staff when sick or holidays

WHO ARE WE?

We are one of Victorias largest and most experienced Chinese medicine centres.

We are located in Manifold Heights, Geelong and have more than 26 years experience helping people recover from illness and injury using Chinese medicine.

We have 7 fully operational treatment rooms and refined clinical and patient management systems that allow us to deliver high quality treatment to a number of clients at a time.

We have a fully stocked Chinese herbal medicine dispensary, allowing us to prescribe and deliver a wide range of herbal formulas.

WHAT DO WE DO?

We are a specialist Chinese medicine centre offering a full suite of Chinese medicine services including acupuncture/moxibustion, Chinese herbal medicine, Tuina/therapeutic massage, and diet and lifestyle advice.

We are a high-volume clinic with a focus on providing our clientele with individualised treatment plans in a peaceful and relaxing environment.

We treat a wide variety of conditions, seeing a lot of musculo-skeletal complaints, as well as gynaecological, obstetric, gastro-intestinal, pulmonary, cardio-vascular and psychological conditions.

Our practice philosophy is inclusive;

While we encourage specialisation, we expect our clinical staff to be well versed in a wide variety of Chinese medicine approaches and theories. Training/mentorship is provided in-house to ensure this outcome is achieved and then maintained at the highest level.

We rely on a wide variety of Chinese medicine theories and practices, drawing on both ancient and modern literature to inform our clinical thinking and decision-making processes.

We are dedicated to educating and informing the people of Geelong about the benefits of Chinese medicine and how they can use it to improve their health, wellbeing and quality of life, now and at each stage of their life.

OUR TEAM

Our team is in the process of expanding and currently includes specialist acupuncturists, Chinese herbal medicine practitioners, reception and an ever growing team of interns.

OUR CULTURE

At AAC we foster an inclusive and friendly practice environment that respects traditional medical thought and encourages the carefully considered application of cutting-edge, evidence based ideas and technologies.

We are constantly seeking to grow and improve our clinical performance.

We are constantly reviewing and improving both our clinical and patient management systems.

We are supportive, and enthusiastic about using acupuncture and Chinese medicine to help people improve their health and wellbeing, now and at each stage of their life.

We value a balanced world view and seek the middle path in all things. If you like what you read and want to be a part of one of the most progressive and exciting Chinese medicine organisations in Australia, then make an application. We look forward to meeting you.