Administration Team Leader *OR* Practice Manager Role
Are you looking for a new job opportunity (perhaps in an entirely different field from your current one) in which you work with wonderful colleagues, experience challenge in your tasks, have excellent work-life balance and derive a sense of purpose from your work?
Are you wanting a part time job with very flexible which you can fit around other roles or jobs in your life?
If so, our Administration Team Leader role OR Practice Manager role might be the right fit for you.
We need a quick thinking, friendly and empathic professional to lead our team of 5 part time receptionists. This role will also involve the calendar management for our 23 part time child/adolescent psychologists and other administrative co-ordination.
However, we also are also looking for someone to fill a Practice Manager role which involves the above, as well as support our director and executive team in their strategic and operational efforts to lead the practice.
This means there is also scope for us to design a job title, role responsibilities and number of hours each week for you - depending on your prior experience and what you are interested in (see more below).
About us
Over the last 25 years, Developing Minds has been providing psychological therapy services to around 200 children and teenagers per week in our Aberfoyle Park and Wayville clinics, as well as provide speaking/training, supervision, group and online services to families around Australia. We are a group of caring and committed professionals who genuinely like each other, laugh often and care deeply about the families we work with. We were awarded first place in the Australian Allied Health “Paediatric Private Practice” Excellence awards, have very high staff retention rates, and have achieved National Mental Health Services Standards accreditation.
We have extensive and detailed policies and procedures, our clinical executive team provide teaching and supervision to other psychologists both in Australia and internationally and we strongly value inclusiveness, equity and kindness. Of course, there are still things that go wrong here – all of us make mistakes and we often have tricky situations to manage – but we try to learn and grow together every day (coffee helps!).
About the role
The Administration Team leader will need to be on site at both our Aberfoyle Park and Wayville clinics at some points during each week. This is a permanent part time position - depending on the role you play, we expect you will work somewhere between 20 hours and 30 hours each week (there is flexibility as to when these hours are done, although some after school hours would be required on some days and you would probably need to be on site at some point over 4 days).
As an Administration Team Leader, this person will:
- Support and supervise our receptionists (including running meetings, oversee admin team capacity and rostering, do “fill in” shifts on the front desk to cover receptionist sick/annual leave, do annual self development reviews, and help receptionist problem solve client issues, medicare claiming (we can train you in this if needed), and help with the application of our extensive policies and procedures)
- Ensure psychologists have the appropriate number of families on their caseload (including allocation of new client and overseeing the waitlist), manage clinic room schedules - again we can train the right person to do this. Over time, they will also assist them with policy/procedure/non-clinical client queries and be a listening ear to assist them with (non clinical) stressors and worries.
- Talk to clients who have concerns about our services, complex queries (or difficulties with payment) as escalated to you from the reception team.
- Co-ordinate team social events, team meetings and other functions
- Co-ordinate teaching and speaking engagements and events for our executive team
- Oversee community education and marketing (with our support).
As well as engaging in a range of other tasks/projects which might come up on a day to day basis
For a person with more experience, we have the capacity to expand this Admin Team Leader role into a Practice Manager role. In this case, the position would still include the tasks listed above but would also include the following higher level tasks:
- Providing assistance and support to the director – on a variety of matters related to efficiency, strategic direction, appointment numbers, marketing and community education, support for our team and other matters related to the provision of effective services to families.
- Help the director and our clinical systems manager ensure our practice is compliant with all relevant legislation (eg Fairwork/National Employment Standards regulations, Medicare legislation, SafeWork Australia policies, Ethical guidelines and others)
- Help manage the day to day (non-clinical) operations of the practice, provide support to the executive team and director and generally be a“go to person” for all of our team to trouble shoot many and sundry (non-clinical) problems.
Once again, the number of hours (and when they are done) can be negotiated (although again, some after school hours would be required).
The essential criteria for (any level) of this role are as follows:
- Educational qualifications (this might in a range of fields) at Certificate 3/Diploma/Advanced Diploma (or even degree) level with a strong written communication skills. For the Practice Manager level, degree level is preferred (even in a non-health related field)
- At least 10 years work experience in a team orientated work environment (this might be in health/education/childcare/ HR/business/administration or other fields)
- At least 2 years of experience managing and leading other people in some form (this might be in a voluntary capacity, eg school/sporting/not for profit organisations).
- Outstanding communication skills – with a friendly, positive and authentic style – so you are able to quickly establish rapport with families, our admin team and our clinicians
- A high level of genuine empathy and concern for others
- Extremely high levels of tact, discretion and commitment to confidentiality principles
- Quick thinking, cognitively agile and energetic enough to manage a fast paced work day
- Organised, efficient and with excellent task and time management skills (and basic IT skills)
- Excellent initiative and ability to see the ‘big picture’ when thinking about what to do next
The desirable criteria for (any level of) this role are as follows:
- Experience in working in a health or allied health setting
- Knowledge of Medicare, MBS and NDIS guidelines and regulations
- More advanced IT skills (ie trouble-shooting server/internet issues, Excel skills)
- Previous receptionist experience
- Experience developing practice procedures and policies
- Marketing and business acumen
Experience with medical practice/allied health practice software
The benefits of working with us
- FTE of 5 weeks paid annual leave plus standard sick/personal leave entitlements under the Health Professionals and Support Services Award
- Work with a team of 30 welcoming, kind and friendly people – who all like and care about each other, check in with each other’s well-being and regularly make each other laugh. The 5 part time receptionists you will manage (around 2.8FTE) are all lovely and an absolute delight to support.
- Interesting and challenging work – no day is the same, there are many different problems to solve and many people to talk to (across two sites/teams)
- Flexible work hours – potential to work “school day hours” some days per week, ability to adjust work hours on a week to week basis in order to accommodate your appointments etc, and to work from home occasionally. We can also be flexible, for the right person, to work the number of hours per week (between 20 and 30) depending on what suits you and your stage of life/other life roles.
- No after work/end of the day work to do (absolutely no need to check emails after hours and weekends) and an executive team who prioritise work life balance for the whole team.
- Extensive support and training – lots of written policies and procedures to guide you, up to 6 months of regular training in the role and encouraging people around to help you work out what to do on a daily basis as you get to know us
- Having children and teens in our clinics all day means there is a sense of fun in our clinics. Kids here sometimes have big feelings so you’ll definitely hear the sound of that! – but you’ll also hear lots of laughter and much playing of Uno
- Parking is easy, and it is a 3 minute walk to coffee shops (at both clinics)
- You will have the support of our practice administrator who is responsible for all finances, payroll, book-keeping, IT and facilities/property management and you will not need to be responsible for these areas of the practice.
- You will also have the support of our 2 clinical team leaders and our clinical systems manager (who are responsible for the clinicians/clinical therapy delivery) so although you provide general support to our clinicians, our other executive team leaders are responsible for all clinical issues.
- Having said this – your role is nevertheless pivotal. As admin team leader you will be a very important cheerleader and support for our receptionists. If you are our practice manager, you will be an important listener and supporter of our director and executive team. All of this means you will see tangible results of your input and contributions - we are a responsive organization and make changes quickly when needed so you will feel as though you can contribute meaningfully to what happens here.
- Finally, we hope you will also experience a broader sense of purpose in the work you do with us – you will be helping us support the mental health of South Australian children and teens, which is a privilege for all of us and we trust it will be for you too.
Your salary will be dependent on previous experience/qualifications and the role you take up.
If you have questions about this opportunity or would like to have a chat about whether it might be worth you applying, feel free to please contact Amy on amy@developingminds.net.au
Or if you are keen you can just go ahead and email your Cover Letter and CV to amy via the email address above. ***Please note, in your cover letter, it will be vital to address how you meet each of the essential criteria (a brief dot point per criteria is fine) as outlined above***.
The application cut off for this position has now been extended for internal reasons - however please be aware we are currently processing applications as soon as they arrive so please apply as soon as possible if you are interested (we will appoint once we have found the right person). You should know that we may undertake some psychometric assessment (eg verbal and abstract reasoning) as part of the selection process.
Please note due to conflicts of interest, unfortunately we cannot employ parents/caregivers who have children who attend our clinic.
