Practice Manager
Ballina Family Medical Centre
Ballina, Northern NSW | Full-Time | Permanent
| Location |
15 Martin Street, Ballina NSW 2478 |
| Employment type |
Full-time, permanent (flexible arrangement considered for the right candidate) |
| Reports to |
GP Partners (3) |
| Team size |
Approx. 15 staff — GPs, nurses, and administration |
| Start date |
Negotiable — the practice is looking to appoint as soon as the right candidate is found |
| Remuneration |
Competitive, commensurate with experience |
ABOUT THE PRACTICE
Ballina Family Medical Centre is a long-established, privately owned, mixed-billing general practice serving the Ballina community. The practice has three GP partners and three contractor GPs, supported by a dedicated team of nurses and administrative staff.
The practice is based in Ballina — a coastal town in Northern New South Wales with an outstanding lifestyle, a strong sense of community, and easy access to the beaches and hinterland of the Northern Rivers. Sydney and Melbourne are directly accessible from Ballina Byron Gateway Airport, and the Gold Coast is around an hour away.
After more than 30 years of leadership from their retiring Practice Manager, Ballina FMC is looking for the right person to step into this role and help shape the next chapter of the practice. This is an opportunity to join a close-knit team, work directly with an engaged partnership group, and genuinely influence how the practice evolves.
THE ROLE
This is a hands-on, senior operational role at the heart of everything the practice does. You’ll work closely with the GP partners on the full range of practice management responsibilities — from financial and billing oversight to HR, compliance, accreditation coordination, and day-to-day operations.
This is not a purely administrative position. The practice manager is a trusted leader and first point of contact for staff, a problem-solver, and a key part of how the practice runs smoothly. The previous incumbent held this role for over 30 years — the partners are looking for someone who takes the same pride in the role and the practice.
KEY RESPONSIBILITIES
Finance & Billing
- Payroll processing and super administration (Lightening payroll system)
- Contractor GP billing — monthly invoicing, reconciliation, quarterly summaries
- Medicare, DVA and WorkCover claiming and reconciliation (Best Practice)
- MyMedicare registration management via PRODA/HPOS
- BAS preparation and monthly financial reporting
- PIP/WIP incentive claiming and PRODA administration
- Managing accounts payable and financial record keeping
HR & Staff Management
- Recruitment, onboarding and induction of new staff
- Rostering — administration team (nurses rostered separately by Head Nurse)
- Leave management, timesheets and Fair Work compliance
- Performance appraisal coordination and staff training records
- Staff meeting coordination — agenda, scheduling, follow-up
- Day-to-day staff support and pastoral leadership
Compliance & Accreditation
- RACGP accreditation coordination (next cycle from 2028)
- Practice policy and procedure document maintenance
- AHPRA and medical indemnity registration tracking for all clinical staff
- Fire safety compliance — coordinating contractor sequence and council submissions
- OHS oversight and incident register management
- Staff training records and CPD compliance
Medicolegal & Patient Matters
- Subpoena management — receipt, processing via NSW Subpoena Response Portal (approx. 2–3/month)
- Formal patient complaint handling and correspondence
- Medical records transfers — managing requests and consent process
- Insurance report administration and billing follow-up
Operations & Facilities
- Supplier and service provider management
- Software system administration — Best Practice, Tyro, HotDocs, Cubiko, Medical Objects, MBS Pro
- Lease management and landlord liaison
- IT liaison with external IT provider (NODAIT)
- Insurance policy renewals — practice indemnity, WorkCover, public liability
- Security, alarms and building access management
WHAT THE PRACTICE IS LOOKING FOR
Essential
- Demonstrated experience in general practice or primary care management
- Strong working knowledge of Medicare, DVA and WorkCover billing processes
- Experience with Best Practice software (or equivalent clinical practice software)
- Solid understanding of Fair Work obligations and HR management
- Financial literacy — payroll, BAS, accounts, contractor billing
- Strong interpersonal skills — this role requires trust, discretion and genuine people leadership
- Highly organised with the ability to manage competing priorities independently
Desirable
- Diploma of Practice Management or equivalent qualification
- Experience with RACGP accreditation processes
- Familiarity with PRODA, HPOS, PIP Online and Medicare Online portals
- Experience with Lightening payroll, Cubiko, HotDocs, Medical Objects or similar systems
WHY BALLINA FAMILY MEDICAL CENTRE
| A real leadership role — you’ll work directly with the partners and have genuine influence over how the practice operates.
A supported transition — the retiring Practice Manager is committed to a thorough handover.
A stable, established practice — not a corporate chain, but a privately owned practice with deep roots in the community.
An engaged partnership group — the partners are involved, invested, and genuinely interested in doing things well.
A great place to live — Ballina offers beaches, the Northern Rivers lifestyle, an excellent local community, and a much lower cost of living than Sydney or Melbourne. |
HOW TO APPLY
Interested candidates are invited to send a covering letter and current CV to: pm@ballinamedical.com.au (Attention: The Partners, Ballina Family Medical Centre).
Enquiries welcome at (02) 6686 3299.
Applications close when the right candidate is found — early applications are encouraged.
Ballina Family Medical Centre is an equal opportunity employer and welcomes applications from candidates of all backgrounds.