About the role

Join OrthoBoutique, a family-owned specialist orthodontic practice in Surry Hills, Sydney, as a Marketing & Practice Assistant. This varied, hands-on role combines reception and administration, prospective-patient follow-up, social media marketing and clinical support. You will help deliver personalised care and an exceptional patient experience while supporting the Treatment Coordinator and wider practice team.

The role is full-time across four rostered days per week, ordinarily 8:00 am–6:00 pm, on a rotating fortnightly roster with approximately one Saturday per month. Training will be provided in relevant systems, workflows and practice procedures.

Key responsibilities

- Welcome patients, manage check-in and check-out, and maintain a professional reception environment.

- Answer telephone calls, emails, SMS messages and online enquiries, escalating clinical or complex matters appropriately.

- Book, confirm, reschedule and cancel appointments, and manage reminders, missed appointments and rebooking requests.

- Support new patient registration, forms, medical histories, correspondence and administrative documentation.

- Maintain accurate patient details, notes and records, including scanning, uploading, filing and organising documents.

- Process payments, issue receipts and assist with approved payment follow-up and general payment administration.

- Monitor leads from Searchbox, the website, social media and advertising channels, and contact prospective patients promptly.

- Provide approved consultation and general fee information, assist with consultation bookings, and complete assigned Rapid Convert Day 1–7 contact sequences.

- Follow up unbooked enquiries, missed or cancelled consultations, and consultation-completed patients who have not proceeded.

- Update CRM statuses, contact attempts, outcomes and next actions accurately, and escalate clinical questions or complex financial discussions.

- Create and edit content for Instagram, Facebook and TikTok, including Reels, stories, photos and short videos.





- Capture approved practice, team, educational and patient content with appropriate consent.

- Use Canva, CapCut or similar applications to prepare branded materials, maintain a content calendar and schedule approved posts.

- Assist with promotions, community events, website updates, patient communication campaigns and social media enquiries.

- Support compliant patient testimonial and Google review initiatives in line with healthcare advertising requirements.

- Clean, disinfect, package and sterilise instruments according to infection prevention and control protocols.

- Prepare treatment rooms, instruments and equipment, and assist with clinical room turnover.

- Assist with intraoral and extraoral photography, orthodontic records and digital scanning when trained.

- Assist with dental radiograph preparation and positioning, with X-ray exposures performed only when appropriately qualified, licensed and authorised in NSW.

- Provide basic chairside assistance when trained and directed, monitor supplies and maintain clinical cleanliness.

- Assist with practice opening and closing, presentation and operational organisation.

- Maintain patient confidentiality, secure work practices and respectful communication while completing allocated tasks within agreed timeframes.

What we're looking for

- Friendly, professional communication skills and confidence providing telephone, email and SMS customer service.

- An organised, reliable and detail-focused approach, with the ability to follow workflows and manage competing priorities.

- Basic computer skills, familiarity with social media and a willingness to learn practice systems, CRM processes and marketing workflows.

- The ability to communicate progress, delays and outstanding work to the Treatment Coordinator.

- Dental reception, sterilization, CRM, photography, Canva or CapCut experience is essential.

- A commitment to patient privacy, consent, infection control, confidentiality and safe work procedures.

- A willingness to work flexibly across reception, administration, marketing and clinical support as practice priorities require.

📌 Marketing & Practice Assistant (Surry Hills)
🏢 OrthoBoutique
📍 Surry Hills