Office Manager

Xtend Health Pty Ltd is a growing allied health organisation committed to delivering high-quality, client-centred healthcare services within the community.

Our multidisciplinary team provides a range of allied health services, including Physiotherapy, Occupational Therapy, Speech Pathology, Hydrotherapy and Allied Health Assistant support. Our services support clients across community and other service environments, with a focus on improving independence, participation, health and quality of life.

As Xtend Health continues to grow, we are seeking an experienced and organised Office Manager to oversee the day-to-day administrative operations of the organisation and support the efficient coordination of our multidisciplinary allied health services.

ABOUT THE ROLE

The Office Manager will be responsible for coordinating and managing the administrative functions and resources of the organisation.

Working closely with management, allied health professionals and administrative staff, the Office Manager will ensure that office systems, personnel, records, resources and administrative processes operate efficiently and in accordance with organisational requirements and applicable policies and procedures.

This is a hands-on management role requiring strong organisational, communication and people-management skills.

KEY RESPONSIBILITIES

Office Administration & Operations

Plan, coordinate and review the day-to-day administrative operations of the office.

Establish and maintain effective administrative systems, procedures and office service standards.

Coordinate office workflows, priorities and administrative resources to support the efficient delivery of allied health services.

Monitor administrative processes and identify opportunities to improve efficiency, service quality and operational performance.

Coordinate office facilities, workspaces, equipment and administrative resources.

STAFF COORDINATION And SUPERVISION

Allocate administrative duties, workloads and resources to office and administrative personnel.

Coordinate staff schedules and administrative work priorities in accordance with operational requirements.

Monitor staff performance and provide guidance and support to administrative team members.

Assist management with recruitment, onboarding, training, performance management and supervision of administrative personnel.

Coordinate personnel-related administrative activities, including leave, payroll information, training and staff records.

ALLIED HEALTH SERVICE ADMINISTRATION

Coordinate administrative support for allied health professionals, including Occupational Therapists, Physiotherapists, Speech Pathologists and Allied Health Assistants.

Liaise with clinicians and management to coordinate administrative requirements and resolve operational issues.

Support efficient scheduling and coordination of client appointments and service requirements.

Coordinate communication between administrative staff, clinicians, clients, families, support coordinators and other relevant stakeholders.

Assist with the smooth administration of services provided to NDIS, Support at Home (SAH), private and other clients, where applicable.

Xtend Health's existing advertisements demonstrate that the organisation operates across NDIS, SAH and private clients and uses a multidisciplinary model involving families, support coordinators and other professionals.

RECORDS, ACCOUNTS AND ADMINISTRATIVE COMPLIANCE

Manage and maintain accurate office records, registers, databases and administrative documentation.

Coordinate administrative aspects of client and service records in accordance with organisational procedures.

Monitor office accounts, invoices, administrative expenditure and related documentation.

Assist with accounts administration, purchasing and reconciliation processes.

Maintain appropriate confidentiality and security of organisational and client information.

Ensure administrative processes are consistent with relevant legislation, organisational policies and procedures.

Assist management in maintaining appropriate workplace health and safety practices.

Resources, Equipment & Supplies

Monitor office supplies, equipment and consumables and arrange purchasing as required.

Maintain appropriate stock levels and coordinate the provision and maintenance of office resources.

Coordinate servicing, maintenance and replacement of office equipment where required.

Liaise with suppliers, contractors and service providers regarding office requirements.

COMMUNICATION AND STAKEHOLDERS COORDINATION

Act as a key administrative liaison between management, allied health professionals, administrative staff and external stakeholders.

Coordinate the resolution of administrative and operational issues.

Maintain effective communication across the multidisciplinary team.

Assist management with implementing organisational policies, procedures and administrative initiatives.

Contribute to the development and improvement of office systems and service standards.