Practice Manager

About Psych Experts

Psych Experts is an established and growing psychology practice located in Parramatta, providing high-quality psychological services to individuals, families and organisations.

As our practice continues to grow, we are looking for an experienced, hands-on Practice Manager to take ownership of day-to-day operations, lead our administrative team and work closely with the Director to support the continued growth and development of the practice.

This is an opportunity for someone who enjoys taking responsibility, solving problems, developing people and improving systems.

The Role

This is not simply a reception management position.

The Practice Manager will have primary responsibility for ensuring the smooth, efficient and professional operation of Psych Experts.

You will be expected to understand what is happening across the practice, identify issues before they become problems, develop practical solutions, support staff and psychologists, and ensure operational matters are followed through to completion.

You will work closely with the Director and play an important role in allowing the practice to continue growing while maintaining high standards of patient care and service.

Key ResponsibilitiesPractice Operations

• Take ownership of the day-to-day operations of Psych Experts.
• Ensure reception, phones, emails, referrals, bookings and patient enquiries are managed efficiently.
• Monitor appointment flow, psychologist schedules and room utilisation.
• Ensure appropriate administrative coverage at all times.
• Manage unexpected staffing, scheduling and operational issues.
• Ensure clinic facilities, supplies and general operational requirements are maintained.
• Identify workflow problems and implement practical improvements.
• Maintain efficient processes as the practice continues to grow.

Team Leadership

• Lead, support and coordinate the administrative team.
• Prepare and manage staff rosters and appropriate clinic coverage.
• Allocate responsibilities and monitor completion of tasks.
• Provide coaching, training and ongoing support to administrative staff.
• Address performance, communication and workflow issues promptly and professionally.
• Conduct regular team check-ins and communicate important operational updates.
• Build a culture of accountability, teamwork and continuous improvement.
• Ensure staff understand their responsibilities and follow established processes.

Patient Experience

• Maintain a professional, welcoming and supportive patient experience.
• Manage escalated patient enquiries and complaints where required.
• Support administrative staff when dealing with distressed, vulnerable or challenging patients.
• Monitor processes that affect waiting times, communication and continuity of care.
• Ensure patients receive timely and professional communication.
• Maintain high standards of privacy, confidentiality and professionalism.
• Identify opportunities to improve the overall patient journey.

Billing & Practice Administration

• Oversee accurate billing and payment processes.
• Monitor Medicare, private billing and relevant third-party payment processes.
• Monitor outstanding accounts and administrative follow-up.
• Identify billing errors and workflow gaps.
• Work with psychologists, administration and management to resolve billing or account issues.
• Ensure administrative records are accurate and up to date.
• Assist with financial and administrative reporting as required.

Psychologist Support & Onboarding

• Coordinate onboarding of new psychologists and other practitioners.
• Ensure new practitioners receive appropriate administrative, systems and operational support.
• Coordinate practitioner information, availability, schedules and rooms.
• Assist with setting up new psychologists and services within the practice.
• Ensure practitioners understand relevant practice procedures and administrative requirements.
• Maintain strong professional relationships between psychologists and the administrative team.
• Assist the Director with practitioner recruitment and onboarding processes where required.

Systems, Compliance & Process Improvement

• Support the effective use of Psych Experts' practice management and administrative systems.
• Ensure administrative procedures and practice policies are consistently followed.
• Maintain appropriate documentation and operational records.
• Identify opportunities to simplify, automate and improve workflows.
• Develop and document processes as the practice grows.
• Support privacy, healthcare administration and workplace compliance requirements.
• Ensure systems are being used effectively and consistently by the administrative team.

Reporting & Director Support

• Work directly with the Director on operational priorities and growth initiatives.
• Provide regular visibility of staffing, patient flow, psychologist utilisation, billing issues and operational risks.
• Escalate significant issues early and, wherever possible, present practical solutions.
• Assist with projects relating to new psychologists, services, systems and practice growth.
• Take increasing ownership of operational responsibilities currently requiring Director involvement.
• Help the Director maintain visibility over the overall performance and organisation of the practice.

About You

We are looking for someone who combines strong healthcare administration experience with genuine leadership capability.

You will ideally have:

• Demonstrated experience as a Practice Manager, Clinic Manager, Practice Coordinator or comparable healthcare operations role.
• Experience managing and developing administrative teams.
• Strong understanding of psychology, allied-health or medical practice operations.
• Excellent organisational and prioritisation skills.
• Confidence managing competing demands in a busy clinical environment.
• Strong problem-solving skills and a willingness to take ownership.
• Excellent written and verbal communication skills.
• Sound judgement and discretion when dealing with sensitive and confidential information.
• Ability to work autonomously while maintaining close communication with the Director.
• A calm, professional and solutions-focused leadership style.
• Strong attention to detail without losing sight of the bigger picture.
• A proactive approach rather than waiting for problems to be identified by others.

Highly Regarded

Experience in any of the following will be particularly valuable:

• Psychology practices
• Mental health practices
• Allied-health practices
• Specialist healthcare practices
• Multi-disciplinary healthcare environments
• Medicare and private billing
• NDIS
• DVA
• Workers Compensation / SIRA
• Practice management software
• Practitioner recruitment and onboarding
• Managing psychology or allied-health administration teams
• Practice growth and process development
• Establishing new systems, services or locations

What Success Looks Like

Within the first 3–6 months, the successful Practice Manager should be able to:

• Understand and confidently manage Psych Experts' core operational workflows.
• Establish strong working relationships with psychologists and administrative staff.
• Ensure the practice operates efficiently without requiring constant Director intervention.
• Improve staff accountability, communication and follow-through.
• Identify and resolve recurring administrative and workflow problems.
• Improve consistency across administrative processes.
• Provide the Director with clear visibility of operational issues and priorities.
• Improve patient communication and overall administrative experience.
• Identify opportunities to improve efficiency and reduce unnecessary administrative workload.
• Take increasing ownership of the day-to-day management of the practice.

What We Offer

• $85,000 – $90,000 per year, depending on experience.
• A genuine leadership position within a growing psychology practice.
• Direct working relationship with the Director.
• Significant autonomy and the opportunity to shape practice operations.
• The opportunity to work closely with experienced psychologists and a growing clinical team.
• Professional development and genuine opportunities for career progression.
• A supportive and professional working environment.
• The opportunity to have a meaningful impact on the growth and development of Psych Experts.
• A central Parramatta location.

Who We Are Looking For

We are particularly interested in candidates who take ownership.

The right person will not simply complete tasks that are assigned to them. They will notice what needs to be done, identify problems, communicate effectively, develop solutions and follow things through.

You should enjoy:

• Leading and developing a team
• Improving systems and processes
• Creating structure and accountability
• Working in a busy clinical environment
• Solving operational problems
• Supporting psychologists to do their jobs effectively
• Improving the patient experience
• Helping a growing practice become more organised and efficient

If you are an experienced healthcare Practice Manager looking for a role where you can make a genuine operational contribution, work closely with the Director and help shape the continued growth of a psychology practice, we would welcome your application.

Pay: $90,000.00 – $105,000.00 per year

Experience:
Practice Manager: 3 years (Required)

Work Location: In person – Parramatta, NSW

Pay: $85,000.00 – $90,000.00 per year

Work Location: In person