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Practice & Administration Manager

Family Planning Victoria

Family Planning Victoria (FPV) is a leading, not for profit, state-wide provider of sexual and reproductive health care, education & advocacy. Governed by a voluntary board of directors, we have been providing comprehensive sexual & reproductive health services in Victoria for over 50 years.

We provide a range of services which are accessible, culturally relevant & responsive to the needs of the diverse Victorian community. These services include clinical care as well as education & training to help build the capacity of educators & health care professionals working in the sexual & reproductive health sector

The Role

Reporting to the Service Delivery Director, you will play a pivotal role in the day to day running of the organisation. The Practice and Office Administration Manager along with their team, deliver administration and operational support that enables specialist staff to safely, efficiently and effectively carry out their duties. This role has a strong process streamlining focus and will have a dotted reporting line to the Corporate Services Director for specific projects.

Managing the front of house staff, the Practice and Office Administration Manager holds responsibility for ensuring a client experience that is aligned with FPV values and is best practice in delivering client- centric clinical services. They also support the Clinical Education and School and Community teams by ensuring efficient and effective processes for bookings, logistics of staff, fleet, rooms and the allocation of other resources.

Key Result Areas of the Practice and Office Administration Manager include:

  • Align administration activities to deliver FPV strategic outcomes and operational goals of the organisation as a whole and those of individual functional teams including Clinical Education Unit, Schools & Community Team and Clinical Services that rely heavily on administrative support
  • Work with senior clinicians including the Medical Director, Clinical Services Manager and Senior Nurse to ensure all clinic operating procedures are relevant, reflect regulatory requirements and are implemented consistently across all clinic operations
  • Manage the rostering of reception staff, ensuring sufficient coverage is in place across operating hours and across all FPV sites. Effective use of resources across the administration team for backfill and cross-skilling opportunities
  • Manage administration of the clinical trainee lifecycle including course enquiries, enrolment, billing, verifying eligibility, clinical trainee placements and access to on-line learning materials
  • Coordinate the administration of on-line learning and enrolment systems, ensuring they meet the needs of the schools & community and clinical education programs and trainees

Selection Criteria - Skills and Experience

Along with relevant tertiary qualifications and/or vocational qualifications in health practice administration you will have;

  • Significant experience as a Practice Manager or similar role in a health organisation.
  • Strong stakeholder management and customer service skills, preferably in a health setting
  • Experience working with medical professionals and senior staff is mandatory
  • The ability to effectively allocate resources and problem solve conflicting priorities to ensure continuity of, and consistency in, service delivery
  • Practical experience in the implementation and monitoring of risk and quality related improvement measures
  • Experience using information systems and technology to streamline cross organisation processes
  • Experience administering Medicare processes within a clinic setting
  • Demonstrated experience leading and developing staff in cross functional teams
  • Excellent communication skills
  • Valid Working with Children Check and have or be eligible to satisfy a National Police Check

Experience with business systems such as Best Practice, Hot Docs, Moodle, Vettrak and Microsoft Office Suite highly regarded as is:

  • Experience with resource booking and student lifecycle management processes and,
  • Experience in reproduction and sexual health education and clinical service environment

Applications that do not directly address the selection criteria will not be considered.

The Position Description can be found via FPV's website at www.fpv.org.au/careers.

Applications close Friday 30th April 2021 however applications will be viewed upon receipt so send your application without delay.

We welcome applications from Aboriginal and Torres Strait Islander people, workers of all ages, people with disabilities, people who identify as LGBTIQ and those from culturally and linguistically diverse backgrounds.

How to apply

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