Marketing & Practice Assistant

OrthoBoutique; Sydney; On-site; AUD 60,000 - 80,000; Full time

Job summary

OrthoBoutique in Surry Hills, Sydney, is seeking a Marketing & Practice Assistant to support reception, administration, patient follow-up and social media marketing. The role is full-time across four rostered days per week, with a rotating fortnightly schedule, and training provided.

You will assist with bookings, CRM, payments, marketing content creation in Canva/CapCut, and teamwork with the Treatment Coordinator to deliver an exceptional patient experience.

Qualifications

• Friendly, professional communication skills.
• Organised, reliable and detail-focused approach.
• Familiarity with social media and marketing workflows.
• Ability to follow workflows and manage competing priorities.

Responsibilities

• Welcome patients, manage check-in/check-out and maintain a professional reception environment.
• Handle calls, emails, SMS and online enquiries, escalate when needed.
• Book, confirm, reschedule and cancel appointments; manage reminders and rebooking.
• Support new patient registration, forms and medical histories.
• Maintain accurate patient details and records; scanning and filing documents.
• Process payments, issue receipts and assist with payment follow-up.
• Monitor leads from multiple channels and contact prospective patients promptly.
• Provide approved consultation and general fee information; assist with bookings and contact sequences.
• Follow up unbooked enquiries and missed or cancelled consultations.
• Update CRM statuses, outcomes and next actions; escalate clinical or complex questions.

Skills

Communication

Organization

Customer service

Social media marketing

Tools

Canva

CapCut

CRM

Job description

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 escalation 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, safe 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.