POSITION DETAILS:
o Location: Sight Specialists, Southport, Gold Coast
o Hours: Full‑time
o Remuneration: Competitive salary, negotiable based on experience
o Reporting to: Dr Nick Andrew (ophthalmologist) and the Company Director
o Start date: immediate start available for the right candidate
PREAMBLE
Sight Specialists ) is a specialist ophthalmology clinic located in Southport, Gold Coast. We pride ourselves on delivering state-of-the-art ophthalmic care in a personalised, patient-centred manner. Since opening in 2021, we have become one of SEQ's leading ophthalmology clinics, attributable to our modern approach to eyecare, "out of the box" thinking, and relentless pursuit of improvement and innovation.
We are looking to hire a full-time practice manager, with an immediate start available for the right applicant. The role requires a team player who thrives in leading and supporting others in a busy, professional environment. Ideal candidates will be highly organised, have excellent people management skills, and have a fundamental emphasis on customer service. Important attributes include attention to detail, initiative, and problem-solving.
Our clinic is a single-location, single-doctor office with comprehensive policies and procedures in place. Our team comprises approximately 14 members, including a part-time practice manager (transitioning to a senior administration role), surgical co-ordinator, and several clinical optometrists. Led successfully by our part-time manager, our evolving business needs require us to transition to a full-time practice manager. This will be a supportive and collaborative leadership transition, and existing staff will continue to perform certain senior administration tasks, so that the successful applicant can focus on core, high-level operations.
ROLE REQUIREMENTS:
· 3–5+ years in medical practice management or healthcare administration (private ophthalmology experience is strongly desirable).
· Established track record of success in people management skills, coaching skills, and HR management.
· Experience with practice management/EHR systems.
· Proficiency with MS Office (Word and Excel).
· Robust understanding of the HPSS Award and Fair Work Australia guidelines.
· Comprehensive experience with billing systems and Exceptions Management (including Medicare, DVA and private health insurers).
· Sound understanding of Australian healthcare funding rules and compliance.
· Current right to work in Australia
KEY RESPONSIBILITIES
· People and Culture
o Performance & Coaching: Lead structured staff performance reviews and appraisals to drive professional growth and ensure staff comply with established work standards.
o Conflict Resolution: Proactively and skillfully manage staff grievances with the goal of achieving resolution within a two-week timeframe.
o Talent Acquisition: Lead recruitment and onboarding to ensure the team remains adequately staffed with high-quality talent.
o Workforce Management: Optimise staffing levels through efficient rostering, leave management, and timesheet verification.
· Clinical Operations & Governance
o Agile and Creative Problem Solving: Make critical, real-time decisions to maintain patient flow in response to equipment faults, clinic delays, or last-minute staff absences.
o Quality & Compliance: Maintain and evolve practice policies to ensure the clinic stays ahead of regulatory standards and Australian healthcare compliance.
o Technology Oversight: Act as the first point of contact for IT and ophthalmic equipment providers to troubleshoot faults quickly and minimise workflow interruptions.
o Financial Integrity: Oversee billing systems and debtor management to ensure the financial health of the practice.
o Patient and Practice Advocacy: Resolve and de-escalate non-trivial patient complaints in a way that is compassionate, diplomatic, and protects/defends the reputation of the business.
o Strategic Planning: Engage in "horizon scanning" to identify potential operational hurdles before they arrive.
· Team Support & Collaboration
o Hands-on Support: Provide "hands-on" assistance to the administration staff during peak periods and as needed.
o Strategic Liaison for the business: Work closely with existing senior staff to harness all the talents of the team.
· Professionalism and Leadership:
o Serve as a professional role model for our team, modelling the practice's professional standards regarding conduct, leave, presentation, and personal phone use.
o Actively discourage gossip.
o Remain highly approachable for staff.
o Demonstrate genuine care for the team's wellbeing and professional development.
SPECIALISED SUPPORT STRUCTURE FOR THIS ROLE
· The Practice Manager will be the strategic lead on all roles, but they will not be directly responsible for the following tasks*:
o Theatre lists (surgery scheduling, prostheses orders, surgical billing)
o Training of new administrative staff and ophthalmic technicians
o Clinic schedule templates
o Clinical protocols and procedures
o Staff payroll
o Business accounting, business expense reconciling, managing business invoices
o Business insurances, building/rent management
*These tasks will continue to be delivered by existing senior staff at the Company
CORE BEHAVIOURS & VALUES
· Demonstrates Sight Specialists' values:
* Attention to detail
* Values feedback and is self-reflective (wants to improve)
* Respectfully challenges the status quo
* Puts the patient first
* Does the right thing
* Cares about the team
* Thinks "outside of the box"
* Takes ownership of the work and has pride in its execution
· A fast learner
· The ability to multitask
· Highly approachable
DESIRABLE EXPERIENCE
· Certain tertiary qualifications will be highly regarded, including:
* Diploma of Practice Management
* Qualifications in Health Administration or Business and leadership
· Prior experience in private ophthalmology clinics, or a fast-paced specialist private outpatient clinic
WORKING CONDITIONS & BENEFITS
· Full‑time salaried position (competitive salary, negotiable)
· Complimentary undercover parking
· Modern specialist office located adjacent to the light rail, shops and cafes
· Competitive work-life balance with no weekend clinics or theatre lists
HOW TO APPLY
Please submit your CV and cover letter, addressed to Dr Nick Andrew. Please include your earliest start date and your salary expectations. Shortlisted candidates will be contacted and invited to participate in an interview, a written assessment, and then a paid observation session.