Dental Receptionist & Personal Assistant

Melbourne East Prosthodontics; Melbourne; On-site; AUD 35,000 - 48,000; Part time

Job summary

Melbourne East Prosthodontics is seeking a warm, professional Dental Receptionist and Personal Assistant to join our modern, patient-focused prosthodontic practice in Melbourne. This permanent part-time role (4 days a week) supports our clinical team and helps manage the front office with a high standard of patient service.

Key duties include scheduling, patient billing, liaising with labs, creating letters, and providing PA support to the principal practitioner.

Qualifications

• Dental or medical receptionist experience is essential.
• Proficiency with dental software (D4W/D4Web) is highly regarded.
• Strong understanding of dental terminology and clinical processes is preferred.

Responsibilities

• Manage the appointment schedule to ensure efficient workflow and optimal patient allocation.
• Perform financial administration tasks, including patient billing, account management, and practice banking.
• Oversee daily front office operations and maintain a smooth, professional patient experience.
• Coordinate patient communications, prepare and manage dictation letters, and liaise with external laboratories and service providers.
• Provide personal assistant support to the principal practitioner as required.
• Create, edit, and manage practice content across Instagram and other social media platforms to support patient engagement and brand presence.
• Utilise Microsoft Office Suite (Word, Excel, Outlook), Canva, and social media tools to prepare correspondence, marketing materials, and administrative documents.
• Deliver exceptional customer service to maintain high levels of patient satisfaction and engagement.
• Undertake general administrative, operational, and ad hoc duties to support the smooth running of the practice.

Skills

Dental reception

Dental software

Dental terminology

Tools

Microsoft Office

Canva

D4W/D4Web

Social media tools

Job description

Dental Receptionist & Personal Assistant

Dental Receptionist and Personal Assistant
Join Our Modern, Patient-Focused Specialist Prosthodontic Dental Practice!

Do you take pride in providing exceptional patient care and effective team management? Are you looking to be part of a modern, progressive practice? If so, this could be the perfect role for you!

We are seeking a Receptionist and Personal Assistant to join our friendly team on a permanent part-time basis (4 days a week). In this position, you’ll play an essential role in ensuring the smooth and efficient daily operation of our practice. You’ll help achieve our business goals by maintaining exceptional patient service standards, supporting our clinical team, and managing administrative processes that keep our practice running seamlessly.

Work Hours

Monday: 8:00 AM – 4:00/5:00 PM

Tuesday: 8:00 AM – 4:00/5:00 PM

Thursday: 8:00 AM – 4:00/5:00 PM

Key Responsibilities

• Manage the appointment schedule to ensure efficient workflow and optimal patient allocation
• Perform financial administration tasks, including patient billing, account management, and practice banking
• Oversee daily front office operations and maintain a smooth, professional patient experience
• Coordinate patient communications, prepare and manage dictation letters, and liaise with external laboratories and service providers
• Provide personal assistant support to the principal practitioner as required
• Create, edit, and manage practice content across Instagram and other social media platforms to support patient engagement and brand presence
• Utilise Microsoft Office Suite (Word, Excel, Outlook), Canva, and social media tools to prepare correspondence, marketing materials, and administrative documents
• Deliver exceptional customer service to maintain high levels of patient satisfaction and engagement
• Undertake general administrative, operational, and ad hoc duties to support the smooth running of the practice

Qualifications

• Previous experience in dental or medical reception is essential
• Proficiency with dental software (preferably D4W/D4Web) is highly regarded
• Strong understanding of dental terminology and clinical processes is preferred

Key Attributes

• Excellent communication skills – both written and verbal, with the ability to manage conflict and ensure a positive experience for both patients and staff.
• Reliable and consistent – punctual, dependable, and steady in performance and behaviour.
• Warm and personable – helps patients feel welcome, comfortable, and cared for over the phone and face-to-face.
• Proactive and self-motivated – takes initiative to improve systems, solve problems, and enhance efficiency within the practice.
• Organised and efficient – effectively prioritises, delegates, and completes tasks on time.
• Team-oriented – fosters collaboration, supports colleagues, and contributes to a positive team culture.
• Strong work ethic – maintains professionalism, presentation, and attention to detail.
• Adaptable and flexible – able to respond calmly and efficiently to changing situations.
• Personal assistant mindset – understands that assisting with personal duties for the principal is an integral, non-negotiable aspect of the role.

Experience

• Dental or medical receptionist: 2 year is preferred