Healthcare Operations Manager (09-00780)

​​Looking for Philippines-based candidates

Job Role: Healthcare Operations  Manager

Compensation range: $2,000-3,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: We’re an allied health practice established in 2022. Our team of physiotherapists, occupational therapists, speech pathologists, psychologists, and exercise physiologists works together to support clients of all ages through personalized, evidence-based care. Whether it’s rebuilding strength after an injury, improving daily function, or navigating developmental or communication challenges, we meet clients where they are in their homes, in the community, or in the clinic and focus on practical progress that genuinely improves quality of life.

Role Overview: The Healthcare Operations Manager is responsible for overseeing the day-to-day operations of the clinic, ensuring efficient systems, strong team performance, and the delivery of high-quality patient care and customer service. This role works closely with practitioners and stakeholders to support business growth, maintain compliance, and drive continuous improvement across all areas of the practice. Additionally, the position plays a key role in managing staff, financial processes, and operational strategies to ensure a well-run, sustainable, and patient-focused organization.

Primary Objectives/Purpose: 

• To manage the operations of the clinic including human resources, financial records and to implement quality systems to ensure the smooth and efficient functioning of the clinic and provide an exceptional standard of care to our patients.
• Provide an exceptional standard of care and customer service to participants and referrers.
• Support all practitioners with efficient, well-run community based and where needed clinic-based appointments.
• Provide a good working environment for staff including team culture and career planning.
• Payroll management through MYOB.
• Support the growth of the company through managing capacity, successfully integrating therapists and managing the organization's reputation with stakeholders.
• Provide an environment of continuous improvement, including working with all clinicians to develop their practices.
• The Healthcare Operations Manager working in general will work as an integral member of the general practice team and in close co-operation with the Practice Owners, Accountant, IT Consultant and with professionals as needed.

Key Responsibilities: 

Human Resources:

• Supervise and assist all Practitioner’s, Allied Health Professionals, and Administration team members to ensure the public image of the practice is upheld.
• Apply knowledge of Humans resources which includes – Workforce Planning, Personnel, Occupational Health and Safety, Training and Development, Remuneration, Industrial Relations, Organizational Management, Quality Management and Communication.
• Recruitment, development and management of the Practice team to ensure high performance and continuing professional improvement.
• Rostering of staff to ensure all clinical staff have adequate support, staff skills are appropriately utilized, and workload is equitably managed across staff members.
• Ensuring staff are appropriately trained for their roles, including cross-training to enable consistent service during periods of leave.
• Ensure OH&S standards are met.
• Develop specific job plans for each staff member and hold Month/quarterly/annual reviews to manage performance.
• Leadership and management including team building, delegation of tasks and conflict resolution.
• Ensure staffing levels are appropriate (including management of absences for immediate shifts).
• Identify and assist all team members in accessing Continual Professional Development to meet the training needs of the practice.
• Arrange team meetings and provide a meeting agenda, then report any issues to the Practice Owner.
• Ensure knowledge of all other Administration Team Job Descriptions and be able to provide relief in all administration areas in times of need.
• Maintain confidential personnel records for all team members.

Operational Management:

• Ensure efficient business processes to support organizations through the utilization of staff and technology.
• Coordinate the administration of the organization Business plan inclusive of budget restraints.
• Work with the Practice Owner to develop and implement annual goals and prepare strategies and plans accordingly.
• Assist in planning future resource and equipment needs of the practice.
• Ensure operational efficiency of the business including:
• Practice template management
• Rostering to budget
• For IT, monitor and maintain suitable secure access to PCs, practice software, and remote access. Monitor IT system status such as integrity of backups and restore processes. Manage contingency for system downtime.
• Maintain subscriptions to all software, and update software as required by the software supplier.
• Ensure processes meet mandated quality/regulatory requirements and are documented and maintained (including path to attaining and maintaining accreditation).
• Review and improve practice systems to ensure smooth and efficient functioning, high quality services and continuous improvement.
• Ensure the public image of the Organization is maintained by way of advertising, website development, patient newsletters creating a communication with the practice for the participants/clients.
• Coordinate and implement systems and processes and audit all activities to ensure these are financially viable.
• Ensure that Current software meets practitioners needs and evolves to support business changes (in conjunction with others).
• Ensure that supporting software systems (phones, procurement etc) meet business needs.
• Maintain assets through asset registers incorporating scheduled maintenance, replacement plans etc.
• Maintain appropriate levels of consumables.
• Establish and maintain strong relationships with key suppliers including review of performance.
• Monitor clinic performance through agreed performance measures/KPI’s.
• Monitor exception reports / perform internal compliance audits, of financial transactions, and clinical documentation.
• Ensure compliance with privacy legislation.

Stakeholder Management:

• Regular scheduled meetings with practitioners (min monthly) to ensure their needs are understood.
• Maintain and develop strong relationships with referring practitioners and service providers.
• Maintain strong relationships with all supporting stakeholders, i.e. Practice Owners, Accountant, IT Consultant and with professionals as needed to optimize outcomes.

Marketing/ Practice Building:

• Work with the Practice Owner to deliver and evaluate marketing campaigns. Drive local initiatives with support from the Practice Owner.
• Ownership of the integration of new practitioners to the organization to ensure that their specific needs are met and that their organization timing contributes to overall practice utilization.

Business Planning / Financial:

• In conjunction with the Practice Owner, define pricing strategy and maintain at an item-level for all pricing groups in the Practice Management System.
• Annual review of consumable purchasing to ensure stock (resources) management is maintained and best pricing is achieved.
• Work with the Practice Owner to develop annual operational and capital budgets.
• Monitor expenditure versus budget monthly, devise strategies to meet budget shortfalls.
• Responsibility for ‘end of day’ banking and ‘end of month’ close off procedures.
• Responsibility for ensuring debtor balances remain within targeted levels.
• Responsibility of checking through MYOB/Splose/related software and making sure invoices are paid (for example, allied health rental, medical reports from insurance companies etc).

Professional Development of Self and Others:

• Accepts responsibility for own continuing personal and professional development to meet the changing needs of your career & industry by setting realistic goals based on assessment of individual strengths and learning needs.
• Supports the development and education of others by role modelling, mentoring and precepting.
• Act as a resource to all staff and stakeholders, ensuring all work within their scope of practice, and follow all policies and procedures.
• Participates in continuing education activities, committees, conferences and professional groups pertinent to the role and keep current with industry trends and regulations.

Autonomy & Accountability:

• Practises independently and interdependently.
• Ensure compliance with relevant clinical, administrative, regulatory or legislative policies and guidelines.
• Responsible for promoting evidence based best practice in line with policies and procedures.
• Perform any reasonable duties as required.
• Flexibility to meet the operating hours of the Organisation.
• Have a vigilant attitude to accuracy, being prepared to double check as necessary.
• Be always well-presented, friendly, courteous and obliging. Represent the organisation in a confident and positive manner at all times.
• Undertake all duties in a diligent manner, with honesty and integrity.
• Demonstrated patient-focused approach in service provision with genuine empathy and interest in their needs.
• Demonstrate ability to prioritise and organise, with attention to detail.

Quality, Safety & Risk:

• Follow organisational safety, quality & risk policies and guidelines.
• Maintain an understanding of individual responsibility for safety, quality & risk and maintain a safe working environment for yourself, your colleagues and members of the public.
• Ensures incidences or concerns regarding safety, quality & risk are reported accurately, timely and submitted within 24 hours (or escalated to an appropriate person, if unable to rectify yourself).
• Actively seeks ideas to improve, and support and participate in improvement programs developed as a result of feedback or surveys.
• Ensuring any negative reviews or customer complaints are dealt with within 1 business day, and that owner is aware.

Other:

• Stay up to date with industry trends and changes.
• Deliver individual projects as assigned by the Practice Owner.
• Adhere to company policies.
• Develop a culture of continuous improvement with staff.

• At least 3 years of experience in a management and/or high-level practice administrative position.
• Experience in Payroll, MYOB and financial management and reporting processes.
• Computer literacy and familiarity with software programs used within this Practice (Splose).
• Excellent interpersonal and communication skills.
• Knowledge and/or ability to communicate in a busy business setting.
• Ability to prioritize, organize and perform numerous tasks.
• Commitment to ongoing training.
• Ability to demonstrate and encourage leadership and teamwork.
• Maintain patient and always staff confidentiality.
• Flexibility to meet the operating hours of the Organization.
• Ability to understand and learn how participants are scheduled within the business.
• Presence of mind to think what needs to be done in a complex situation.
• Understanding of Google Maps and suburbs within Melbourne

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)