Office Manager

Office Manager – Ultimate Health

About the Role

Ultimate Health is seeking an experienced and highly organised Office Manager to oversee the daily administrative operations of our organisation.

The successful candidate will be responsible for managing office systems, coordinating administrative personnel, maintaining business records, overseeing office resources and ensuring efficient administrative support across our health and community services operations.

This position requires strong organisational, leadership and communication skills, together with the ability to manage competing priorities and maintain high standards of operational efficiency.

Key Duties and Responsibilities

The Office Manager will be responsible for:

1. Planning, organising and overseeing the daily administrative operations of the office to ensure efficient business processes and service delivery support.
2. Developing, implementing and reviewing office administration procedures, operational policies and internal systems to improve efficiency and productivity.
3. Coordinating and supervising administrative staff, including allocating duties, monitoring performance, managing workloads and ensuring administrative tasks are completed within required timeframes.
4. Managing office resources, including staff allocations, equipment, supplies, workspace arrangements and administrative systems.
5. Overseeing the maintenance of office records, financial documentation, invoices, accounts, correspondence and electronic filing systems to ensure accuracy and confidentiality.
6. Liaising with management, healthcare professionals, external service providers, suppliers and other stakeholders to coordinate administrative activities and resolve operational issues.
7. Coordinating personnel administration, including recruitment support, staff induction, training arrangements, attendance records, leave administration and payroll documentation.
8. Monitoring office expenditure, coordinating purchasing activities, maintaining supplier relationships and assisting management with administrative budgets and cost control.
9. Ensuring office operations comply with relevant workplace health and safety requirements, privacy obligations, organisational policies and applicable government regulations.
10. Managing office facilities and equipment, arranging maintenance and ensuring adequate supplies and resources are available for uninterrupted business operations.
11. Preparing administrative reports, operational updates, business correspondence and documentation to assist management in planning and decision-making.
12. Reviewing existing administrative workflows, identifying opportunities for improvement and implementing procedures to enhance service coordination and operational performance.
13. Coordinating administrative communication between departments and ensuring timely processing of internal requests, documentation and business information.
14. Supporting the administrative requirements of health and community service operations, including maintaining appropriate documentation and coordinating office-based support functions.

15. Liaise with sales leads to source clients, intake appointments and hand over to care mana department.

Qualifications and Experience

• AQF Diploma or higher qualification in Business Administration, Management or a related field, or at least three years of relevant experience in lieu of formal qualifications.
• Demonstrated experience in office management, administration or business operations.
• Experience supervising administrative personnel and coordinating office activities.
• Strong knowledge of office management systems, recordkeeping and administrative procedures.
• Proficiency in Microsoft Office and electronic business management systems.
• Excellent communication, problem-solving, time management and organisational skills.
• Ability to manage confidential information and work effectively with management, staff and external stakeholders.
• Previous experience in healthcare, aged care or community services administration will be highly regarded.