Practice Manager

Connected Minds Psychology is a warm, contemporary private practice providing evidence-based mental health care to individuals, couples and families. We’re tucked away in the backstreets of iconic Smith Street, Collingwood, and pride ourselves on a modern, welcoming space and genuinely supportive team culture. We’re looking for an experienced, people-focused Practice Manager to lead our day-to-day operations, support our admin and clinical teams, and work closely with the Clinic Directors to guide the ongoing growth of the practice. About the role In this full-time position, the Practice Manager plays a central role in ensuring the smooth and professional running of our clinic. You will oversee daily operations, lead and develop our admin team, coordinate HR processes, and maintain high standards across client experience, finance, compliance and systems. Working closely with the Directors, you’ll help strengthen workflows, support a positive team culture, and ensure the clinic continues to operate efficiently, ethically, empathically and with exceptional care. Key responsibilities Oversee day-to-day clinic operations and manage systems (Halaxy, Coviu, HubSpot etc.) Guide and support our fantastic administration team and clinical team, of over 26 Psychologists Oversee schedules, cancellations and waitlists, ensuring smooth workflow Coordinate recruitment and onboarding of administrative staff and clinicians Foster a positive, collaborative team culture Oversee Medicare, NDIS, and private health billing Complete invoicing and quotes using Xero accounting software Support budgeting, reporting and liaison with the our amazing bookkeeper Ensure an exceptional client and clinician experience and manage escalated enquiries with professionalism and kindness Maintain relationships with our wonderful network of GPs, EAP organisations and referrers Oversee and assist with marketing, communications and digital presence Support compliance with AHPRA, Medicare, NDIS and other regulatory requirements Maintain policies, fine tune procedures and develop creative and efficient systems About you You’re highly organised, proactive and calm under pressure, with a genuine interest in mental health and wellbeing. You enjoy improving systems, supporting people and making sure the details are taken care of. Prior experience in practice management in a busy medical or allied health environment Strong knowledge of Medicare and healthcare billing processes Exceptional organisational and time-management skills Excellent communication and interpersonal skills Demonstrated ability to lead and support a small team High level of computer literacy and experience with practice management software Qualifications in Business Administration, Health Management, Psychology or a related field Experience with Halaxy, Coviu, Hubspot and Xero Understanding of NDIS, and private health processes Experience in HR functions and basic financial management Personal attributes Warm, professional and client-centred Proactive, solutions-focused and able to work independently High emotional intelligence and cultural sensitivity Adaptable and steady in a dynamic clinic environment Why join Connected Minds Psychology Competitive salary, commensurate with experience A supportive, values-led team and genuinely positive workplace culture Opportunities for professional development and training A modern, thoughtfully designed clinic space in Melbourne’s inner north How to apply Please click 'Apply' and upload: A cover letter outlining your experience and why you’re interested in the Practice Manager role at Connected Minds Psychology Your current CV, including at least two referees (referees will not be contacted without your permission) Shortlisted applicants will be contacted for interview. Role available immediately (but we are happy to wait for the right candidate). Australian permanent residency or citizenship is required for this position. If you’re excited by the idea of combining strong operational leadership with meaningful work in mental health, we’d love to hear from you. #J-18808-Ljbffr