Job Description

Job Advert Summary

We are looking for a friendly, professional, and motivated

Practice Manager

to join our Spec-Savers Lenz Quarter practice! In this role, you will lead the team to deliver excellent customer service, oversee daily operations, and ensure smooth and efficient store performance. You will also support the optometry team, manage staff schedules, and take responsibility for administration and reporting.



Your leadership skills, attention to detail, and passion for people will create a positive and welcoming environment for both patients and staff. If you thrive in a dynamic retail healthcare setting and enjoy making a difference through teamwork and service excellence, we'd love to hear from you!

Minimum Requirements

Education:

Grade 12 with proven managerial experience

Experience:

Minimum 5 years in Administration, Dispensing, or an Optical-related role

Skills & Competencies:

+ Strong reliability and accountability
+ Excellent organisational skills
+ Meticulous, diligent, with a high level of accuracy
+ Computer literacy and strong numeracy skills
+ Proactive and able to take initiative
+ Results-driven, tenacious, and determined
+ Strong interpersonal and people skills
+ Cooperative team spirit
+ Exceptional written and verbal communication skills

Duties and Responsibilities

Financial & Administrative Management

Accurately input and process all information on Calico, Medical Aid, and PPN systems; correct errors made by any staff member. Prepare monthly statements, submit Medical Aid claims correctly and on time, and follow up on rejected claims. Process receipts, refunds, direct deposits, and ensure daily banking is accurate; reconcile cash, credit card slips, and bank deposits. Maintain and summarize petty cash per set procedures. Monitor debtors, forward final demands, and hand over accounts to collection agencies as needed; maintain target of 30 days for outstanding accounts. Process, file, and reconcile creditor invoices; submit payments to accountants. Handle account queries and ensure minimal customer frustration.

Operational Management

Ensure daily, weekly, and monthly checklists and reports are completed accurately and submitted on time. Oversee month-end procedures, control sheets, sundry creditors, stationery orders, and other required reports. Manage recalls, no-show follow-ups, and customer quotes to maximize revenue opportunities. Ensure all memos are read, understood, and applied by staff. Serve as effective store back-up to maintain customer satisfaction.

Customer Experience & Dispensing

Assist customers with frame selection based on face shape, colouring, and prescription. Provide accurate quotes, collect deposits, and place orders; finalize jobs ensuring proper measurements, adjustments, and prescriptions are met. Conduct adjustments and repairs, explaining services clearly to customers. Manage lab and supplier relations courteously and efficiently; escalate issues when necessary. Track orders, update TRACK-IT system, notify customers of collection, and ensure payment collected prior to handover. Promote additional products, insurance, and in-store credit facilities to customers.

Stock & Store Management

Reconcile sold frames with stock, fill gaps, maintain organized displays, and replenish stock timely. Participate in stock-take and ensure proper merchandising and store presentation. Support promotional activities by displaying current marketing materials and processing related transactions.

Team Management & Training

Conduct weekly staff training sessions; ensure all staff complete modules and maintain accreditations. Update knowledge from Head Office training sessions; maintain service excellence. Ensure front-line duties are performed promptly, including answering calls, scheduling appointments, assisting customers, and resolving queries efficiently.

Additional Duties

Perform other store functions as required, including signing for deliveries, customer take-on, invoicing, daily follow-up calls, and ensuring Calico error messages are addressed immediately. Support Optometrists by ensuring accurate patient records, benefits, and credit points are applied. Maintain flexibility to perform additional duties as necessary to ensure store operations run smoothly.

Key Competencies:

Reliability, organization, accuracy, computer literacy, numeracy, initiative, results-driven, tenacity, high people skills, teamwork, excellent communication.