Front Office Coordinator – Part Time

Incredible Smiles | Hillcrest

Join a team where exceptional patient care starts at the front desk.

Incredible Smiles Hillcrest is looking for an experienced, energetic and highly organised Front Office Coordinator to join our growing team on a part-time basis, 3 days per week.

We are looking for someone who understands that great dentistry is about more than clinical care — it starts with making every patient feel welcomed, valued and genuinely cared for from their very first interaction.

If you pride yourself on delivering 7-star customer service, thrive in a busy environment and love being part of a high-performing team, we would love to hear from you.

About the Role

As a Front Office Coordinator, you will be a key part of the patient journey and the smooth operation of our practice.

Your role will include:

- Delivering exceptional 7-star patient service at every interaction
- Welcoming patients and building genuine, positive relationships
- Managing incoming and outgoing phone calls and digital communications
- Scheduling, confirming and managing patient appointments
- Maximising appointment book utilisation and reducing gaps
- Managing recalls, reactivations and patient follow-ups
- Supporting treatment acceptance through confident and empathetic communication
- Maintaining accurate patient records and documentation
- Processing payments, invoicing, receipting and financial administration
- Managing CDBS, SADS and Denticare administration
- Completing daily administrative tasks and task management requirements
- Maintaining a clean, organised and professional reception environment
- Participating in daily huddles, meetings, training and professional development




- Supporting the wider team and other Incredible Smiles locations when required
- Completing an End of Day report and ensuring outstanding matters are appropriately followed up

What We’re Looking For

We are looking for someone who is:

Warm & Patient-Focused You genuinely care about people and understand how important a positive patient experience is.

Confident & Professional You communicate clearly, professionally and confidently — whether face-to-face, over the phone or digitally.

Highly Organised You can manage multiple priorities, follow systems and procedures, and ensure nothing falls through the cracks.

Proactive & Accountable You take initiative, identify what needs to be done and take ownership of your responsibilities without needing to be constantly directed.

Calm Under Pressure You can manage a busy reception, competing priorities and challenging conversations while maintaining a positive and professional approach.

A Team Player You enjoy working collaboratively, supporting your colleagues and contributing to a positive workplace culture.

Experience

Previous experience in dental reception, healthcare administration or a similar customer-facing role is highly desirable.

Experience in appointment book management, recalls and reactivation, patient communication, financial administration, CDBS,



SADS or payment plans will be highly regarded.

Experience with our practice management systems is not essential — training will be provided.

What matters most to us is your attitude, professionalism, communication skills, initiative and commitment to delivering an exceptional patient experience.

Availability

This is a part-time position working 3 days per week.

Saturday availability is essential, along with availability for one late-night shift per week.

The remaining day and roster will be discussed with the successful applicant.

You may also be required to provide support across other Incredible Smiles locations from time to time to ensure continuity of patient care and business operations.

Why Incredible Smiles?

At Incredible Smiles, we are committed to creating an exceptional experience for both our patients and our team.

We value:

- Exceptional patient care
- Professionalism and accountability
- Teamwork and collaboration
- Continuous learning and development
- Initiative and ownership
- Positive energy and a great workplace culture

We are looking for someone who wants to grow with us, contribute ideas and play an key role in delivering an outstanding patient experience.

If This Sounds Like You…

If you are a motivated and compassionate front-office professional who takes pride in delivering exceptional service and wants to be part of a passionate dental team, we want to hear from you!

Please submit your resume and a cover letter outlining your experience and why you would be a great fit for Incredible Smiles.

We look forward to meeting you!

[email protected]

📌 Dental Front Office Coordinator Hillcrest
🏢 BK
📍 Hillcrest