Practice Manager

Position Summary

The Practice Manager plays a key role in the day-to-day operations of The Lifestory Practice, providing leadership in administration, operational coordination, client service management, and organisational support. This position requires a proactive, solution-focused professional with strong problem-solving skills and the ability to work independently while managing competing priorities.

The role supports clinicians, contractors, clients, and external stakeholders, contributing to the smooth operation, sustainability, and ongoing growth of the practice. It carries significant responsibility for maintaining, improving, and further developing the systems, processes, and standards that underpin the delivery of high-quality services.

As a central member of the team, the Practice Manager helps create a professional, welcoming, and efficient environment for both clients and practitioners, ensuring the practice operates in alignment with its values, objectives, and commitment to ethical service delivery.

About Us

The Lifestory Practice is a newly established mental health service located in the heart of Aldinga, providing therapy and NDIS capacity building services across the lifespan. We offer individual and group work with children, adults and families. Our multidisciplinary allied health team consists of mental health social workers, psychologists, youth workers, life therapy practitioners and allied health assistant services.

As we expand to meet the growing mental health needs of Aldinga and the surrounding communities, this position offers a unique opportunity to help shape and build a trusted local service from the ground up. We are committed to delivering high-quality, ethical, and person-centred care, supported by strong operational systems, clear standards, consistency, and efficiency.

This is an opportunity to contribute to the development of a practice that aims to become a respected and trusted part of the local community, helping people access the support they need at every stage of life.

Key Objectives

• Support smooth daily operation of the practice
• Maintain positive client experiences
• Coordinate administrative systems and workflows
• Support clinicians and contractors
• Ensure confidentiality and professional standards
• Assist operational growth and sustainability

Reception and Client Administration

• Manage reception and front-of-house operations
• Respond to phone calls, emails, and enquiries
• Coordinate appointments and clinician schedules
• Support intake and referral processes
• Support Medicare, NDIS, and private billing administration
• Maintain professional and trauma-informed communication

Practice Operations

• Oversee daily administrative operations
• Coordinate room bookings and clinician access
• Maintain office supplies and equipment
• Oversee the daily cleanliness, presentation, and organisation of the practice environment
• Coordinate cleaning, maintenance, and supply management
• Monitor shared spaces to ensure they remain safe and professional
• Liaise regularly with the Director regarding operational priorities and service development
• Assist with onboarding processes for clinicians and staff
• Support implementation of policies and procedures

Financial and Billing Administration

• Process invoices and payments, accounts payable and receivable
• Support Medicare and NDIS billing processes
• Monitor outstanding accounts
• Enter and maintain financial and operational data within Xero
• Assist with reconciliation preparation and invoice tracking
• Liaise with bookkeeping and accounting supports where required

Grant and Project Support

• Assist with identifying relevant grant opportunities
• Support preparation of grant applications and documentation
• Assist with gathering organisational and community impact data
• Support administration of funded projects where applicable

Systems and Record Management

• Maintain confidential client records
• Support practice management software systems
• Ensure secure filing and data handling
• Support compliance with privacy obligations

Human Resource and Workforce Support

• Assist with orientation and onboarding
• Oversee roster coordination
• Assist with timesheets, payroll and leave processes
• Assist with onboarding and orientation of new administration staff
• Support training of new administrative team members
• Assist in maintaining consistency in administrative procedures

Workplace Health and Safety

• Support implementation of WHS procedures
• Maintain incident reporting documentation
• Assist with emergency and evacuation processes
• Monitor workplace safety concerns
• Support safe and organised workspaces

Marketing and Community Support

• Assist with social media scheduling and administration
• Support identifying community engagement activities
• Assist with preparation of promotional materials
• Support communication with referral partners and stakeholders

Professional Expectations

• Maintain professionalism and confidentiality
• Demonstrate initiative and leadership
• Communicate respectfully and effectively
• Support trauma-informed practice principles
• Maintain high standards of workplace presentation and organisation
• Work collaboratively with clinicians, contractors and the Director

Selection Criteria

Essential/Desirable:
• Experience in administration or office coordination
• Exceptional organizational and time management skills
• Ability to manage confidential information
• High-level communication skills with a friendly and positive attitude
• Strong computer and administrative skills
• Experience within healthcare, allied health or mental health settings
• A strong understanding of Medicare and NDIS billing and administration
• Experience using Xero and practice management software
• Ability to work independently

Qualifications and Requirements

Required:
• National Police Clearance
• Working With Children Check

Desirable:
• Administration or business qualification
• Mental health or healthcare administration experience

Work Health and Safety Responsibilities

The Practice Manager must:
• Follow WHS procedures
• Report hazards and incidents
• Maintain safe work practices
• Participate in workplace safety activities

Performance Indicators

Performance may be measured through:
• Client service quality
• Administrative accuracy
• Timeliness of operational tasks
• Contribution to workplace culture
• Operational efficiency
• Responsiveness and communication

What we offer

·        Full time position over a Mon-Fri roster

·        Salary will be based on experience and skills ($65,000 to $80,000)

·        This role will offer long term growth within the business starting with a 12-month contract

·        Opportunity for business growth bonuses

·        Friendly and supportive team environment

·        SA family-owned business

·        Variety, autonomy and operational involvement within the role

If this sounds like the right fit, we’d love to hear from you. Please apply with your resume, and a short cover letter (no more than 1 page) outlining why this role appeals to you.  Only applicants with recent relevant references from previous employers or direct managers will be considered.

Email: *****@thelifestorypractice.com.au

http://www.thelifestorypractice.com.au