Job Description

Front Office Coordinator – Part Time n

Incredible Smiles | Hillcrest

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

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 .

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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.

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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 n

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

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Your role will include:

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



training and professional development
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- Supporting the wider team and other Incredible Smiles locations when required
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- Completing an End of Day report and ensuring outstanding matters are appropriately followed up
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What We’re Looking For n

We are looking for someone who is:

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

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

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

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

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

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

Experience n

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

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Experience in appointment book management, recalls and reactivation, patient communication,



financial administration, CDBS, SADS or payment plans will be highly regarded.

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

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

Availability n

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

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

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

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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? n

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

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We value:

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- Exceptional patient care
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- Professionalism and accountability
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- Teamwork and collaboration
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- Continuous learning and development
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- Initiative and ownership
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- Positive energy and a great workplace culture
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We are looking for someone who wants to grow with us , contribute ideas and play an important role in delivering an outstanding patient experience.

If This Sounds Like You… n

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!

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

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We look forward to meeting you!

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📌 Dental Front Office Coordinator Hillcrest
🏢 BK
📍 Hillcrest