Office Manager

The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of Proactive Health's administrative and operational functions. As the organisational backbone of the business, this role oversees administrative systems, coordinates personnel, and maintains the service standards that enable Proactive Health to deliver high quality, proactive healthcare solutions to clients and the communities we serve.

Working at the centre of the organisation, this role collaborates closely with clinical, allied health, and support teams to facilitate seamless communication, maintain accurate records, and implement operational processes that support the consistent delivery of Proactive Health's services across Brisbane, Queensland.

The Office Manager also plays a key role in coordinating personnel activities, managing resources, and ensuring compliance with relevant legislation and organisational policy — providing the operational infrastructure that allows Proactive Health's clinical professionals to focus on delivering outstanding client outcomes.

Office Administration & Systems Management

• Oversee and coordinate all administrative functions and operational services across Proactive Health, setting priorities and maintaining service standards.
• Develop, implement, and review operational policies, procedures, and workflows to ensure consistent operational efficiency.
• Support Business Support management to manage and maintain administrative systems 
• Manage records and accounts, ensuring accurate, confidential, and up to date documentation across operational areas.
• Liaise with management and clinical professionals to coordinate business, resolve operational issues, and support continuous improvement.
• Ensure equipment and supplies are adequately maintained and procured in a timely manner to support uninterrupted service delivery.

• Ensure the office maintains a clean & tidy workspace to support a positive working environment 

Personnel Coordination & Human Resources

• Assign work to and monitor the culture, providing direction and feedback to maintain service quality and staff engagement.
• Maintain accurate and compliant staff records in accordance with relevant employment legislation and Proactive Health's HR policies.
• Act as a liaison with Senior HR in relation to the orchestration of staff enquiries
• Assist management with the implementation of HR strategies, staff development programs, and organisational culture initiatives.
• Manage all business requirements for packing and sending of client incentive items and day to day business requirements.

Resource & Facilities Management

• Liaise with external vendors, service providers, and facility managers to ensure a well maintained and functional working environment.
• Support procurement activities and maintain accurate records of office expenditure and resource allocation.

Compliance & Governance

• Ensure all internal operations comply with relevant government legislation, organisational policies, and procedures, including those applicable to the health and community services sector.
• Support the creation of internal SOPs and policies.
• Ensure compliance with occupational health and safety (OHS) regulations, maintaining a safe, healthy, and compliant working environment for all staff.
• Maintain confidentiality and privacy obligations in accordance with the Privacy Act 1988, the Australian Privacy Principles, and health information management standards.

Stakeholder Liaison & Communication

• Support Business Support Manager and act as the primary administrative point of contact for external stakeholders, referral partners, government bodies, and service providers in relation to management functions.
• Support effective communication between clinical teams, management, and administrative personnel to ensure coordinated and consistent service delivery.
• Support in the planning and coordination of community events, health education programs, and stakeholder engagement activities.
• Ensure services are delivered in a professional, compassionate, and timely manner that reflects Proactive Health's values and commitment to client-centred care.

Requirements

• Bachelor’s degree in business information technology, 
• Human Resource Management, Business Administration, or a related field (required)
• Qualifications across both Business IT and HR is highly recommended
• Demonstrated experience in office management, administration, or operational coordination in a professional services or healthcare environment.
• Proficiency in digital office systems, case management software, electronic records platforms, and the Microsoft Office Suite.
• Excellent organisational and time management skills with the ability to prioritise competing demands across clinical and administrative functions.
• Strong interpersonal and communication skills, with a professional and client focused approach to working with health professionals, clients, and external stakeholders.
• Sound knowledge of relevant employment legislation, occupational health and safety requirements, and health information privacy obligations.
• Experience coordinating personnel activities including recruitment, onboarding, performance management, and training.
• Experience working in a healthcare, allied health, disability, or community services setting (desirable but not essential).

Benefits

• Full time, in office position based in Brisbane, Queensland.
• Regular in person collaboration with staff
• Standard hours of 40 hours per week, Monday to Friday.
• Occasional participation in team meetings, client engagement events, and organisational activities.

• Meaningful Work:  make a direct and lasting contribution to the health and wellbeing of Australians by supporting a high performing clinical and allied health team.
• Collaborative Environment:  work alongside a multidisciplinary team of health professionals, allied health providers, and support staff committed to outstanding client care.
• Highly regarded culture – work a part of an office that builds positive environments and a highly regarded work culture that includes regular staff events, work lunches, flexible working arrangements in an open plan office space.