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 & Skilled
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 (Victoria)
🏢 BK
📍 Victoria