Office Manager

Employment Type: Full-time, Ongoing

Salary: AUD 77,000 – 80,000 per annum plus superannuation

Location: Victoria

Employer: Medical Aesthetic Laser (Vic) 2 Pty Ltd ATF Damgroup 2 Trust

1. Business Overview

Medical Aesthetic Laser (Vic) 2 Pty Ltd ATF Damgroup 2 Trust operates a specialist medical aesthetic clinic providing advanced non-surgical cosmetic and laser-based treatments. The clinic functions within a regulated healthcare environment where patient confidentiality, accurate documentation, operational coordination, and structured administrative oversight are essential to safe and effective service delivery.

The clinic manages a high volume of patient interactions, multiple practitioners, specialised equipment, and treatment schedules. To support this operational complexity and maintain professional and compliance standards, the business requires a dedicated Office Manager to oversee and control its administrative and office management functions.

2. Position Overview

The Office Manager is responsible for planning, organising, and supervising the clinic’s administrative operations in accordance with the occupation of Office Manage. The role ensures that office systems, patient administration, reception services, and internal workflows operate efficiently and consistently in support of clinical service delivery.

The position is a senior operational role that sits between the clinic owner and the administrative team, providing structured supervision, process governance, and day-to-day operational continuity within a busy medical clinic environment.

3. Key Duties and Responsibilities

i. Planning, organising, and supervising the day-to-day administrative operations of the medical aesthetic clinic

ii. Establishing and managing office systems, procedures, and workflows to ensure efficient and compliant administrative operations

iii. Coordinating patient booking systems, appointment scheduling, cancellations, and capacity planning to optimise practitioner utilisation

iv. Supervising reception and administrative staff, including work allocation, performance oversight, and workflow coordination

v. Maintaining accurate administrative records, including patient files, consent documentation, correspondence, and internal records, in line with privacy and healthcare requirements

vi. Managing clinic correspondence, patient enquiries, follow-ups, and communication across phone, email, and digital platforms

vii. Coordinating billing, invoicing, payment processing, and administrative liaison with accounting or external service providers

viii. Managing procurement and inventory control for office and clinic consumables and liaising with suppliers and service contractors

ix. Supporting compliance obligations through structured record-keeping, internal controls, and administrative oversight appropriate to a medical clinic environment

x. Acting as the primary administrative liaison between the clinic owner, practitioners, staff, and external stakeholders

4. Reporting and Supervision

The Office Manager reports directly to the clinic owner and is responsible for supervising administrative and reception staff. The role does not involve the provision of medical treatments. Its primary function is to ensure that the clinic’s administrative operations are managed effectively so that clinical practitioners can focus on patient care within a well-organised operational framework.

5. Required Skills and Experience

i. Substantial experience in office management, administration, or practice management, preferably within a medical, allied health, or professional services environment

ii. Demonstrated ability to plan, organise, and control office operations in a structured and regulated setting

iii. Experience supervising staff and coordinating daily administrative workflows

iv. High level of computer literacy, including appointment scheduling systems, office software, and digital record management platforms

v. Strong communication and interpersonal skills suitable for interaction with patients, practitioners, and external service providers

vi. Proven ability to handle confidential information with discretion and accuracy

vii. Preferance will be given to Australian Citizens and Permanent Residents.

6. Qualifications and Skill Level

• An Associate Degree, Advanced Diploma, or Diploma in business administration, office management, or a related field

or

• At least three years of relevant work experience in office management or administrative supervision, which may substitute for formal qualifications

The Office Manager role is essential to the effective operation of a busy medical aesthetic clinic. The position provides structured administrative oversight, ensures compliance with record-keeping and operational standards, and supports efficient patient flow and practitioner scheduling. By centralising administrative responsibility, the role directly contributes to service quality, operational efficiency, and sustainable business operations.

8. Employment Conditions and Recruitment Preference

The position is offered on a full-time, ongoing basis with a salary range of AUD 77,000 to 80,000 plus superannuation, commensurate with skills and experience and aligned with market expectations for the Office Manager occupation.