Office Manager

Smile Focus; Mona Vale; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Professional development

Career growth

Supportive environment

Job summary

Smile Focus is seeking an experienced Office Manager to oversee daily administrative operations and support senior management in delivering efficient care and excellent service.

You will develop and refine office systems, manage records, liaise with suppliers and healthcare providers, and lead improvement initiatives across the practice locations. Strong organisational and communication skills are essential, with a background in dental or healthcare admin highly regarded.

Qualifications

• Relevant qualification in Business Administration, Management, Leadership and Management, Health Administration, Public Health, or a related discipline.
• Previous experience in an Office Manager role.
• Experience within a dental, medical, allied health, healthcare, aged care, disability, or community services environment will be highly regarded.
• Excellent organisational and time-management skills with the ability to prioritise
• Strong communication and interpersonal skills.
• High level of attention to detail and accuracy in record keeping and reporting.
• Proficiency in Microsoft Office Suite and business administration systems.
• Ability to work independently and contribute positively to a collaborative team
• Competency in Orthotrac, GIMP/Photoshop, SprintRay is highly desirable and advantageous

Responsibilities

• Coordinate and manage office administration to ensure efficient day-to-day activities.
• Provide administrative support to senior management and assist in implementing strategies.
• Develop and maintain office systems, procedures, and workflows to boost productivity.
• Oversee records management and ensure compliance with requirements.
• Liaise with suppliers, customers, healthcare providers, and stakeholders.
• Monitor supplies, equipment, and inventory; coordinate procurement as needed.
• Prepare reports and business documentation; maintain records.
• Respond to enquiries and resolve issues professionally and timely.
• Support compliance, QA, and continuous improvement initiatives.
• Coordinate meetings, agendas, minutes, and action follow-ups.
• Manage customer feedback and complaint resolution processes.
• Coordinate staff induction and training schedules.
• Oversee contract administration and service agreements with suppliers.
• Foster cross-department communication for efficient operations.
• Maintain assets and equipment registers with accurate records.

Skills

Office management

Communication skills

Organisational skills

Microsoft Office

Healthcare admin

Education

Business Administration qualification

Tools

Orthotrac

GIMP/Photoshop

SprintRay 3D printing

Job description

Smile Focus is a modern and growing dental healthcare practice dedicated to providing

exceptional patient care and outstanding customer service. We pride ourselves on creating a welcoming environment for our patients while fostering a supportive and collaborative workplace for our team.

We are currently seeking an experienced and highly organised Office Manager to oversee

our day-to-day administrative operations and support the efficient functioning of our

business.

Key Responsibilities

• Coordinate and manage office administration functions to ensure efficient day-to-day administrative and operational activities of Smile Focus.
• Provide administrative support to Smile Focus senior management and assist in implementing operational strategies and business initiatives.
• Develop and maintain office systems, procedures, and workflows to improve productivity and operational efficiency.
• Oversee records management, documentation, and filing systems, ensuring compliance with organisational and legislative requirements.
• Liaise with suppliers, customers, healthcare providers, and other stakeholders to support effective service delivery and business outcomes.
• Monitor office supplies, equipment, and inventory levels, coordinating procurement activities as required for Smile Focus.
• Prepare reports, correspondence, business documentation, and maintain
• Respond to enquiries and resolve administrative issues in a professional and timely manner.
• Support compliance, quality assurance, and continuous improvement initiatives within the organisation.
• Coordinate meetings, prepare agendas, maintain minutes, and follow up on action items.
• Manage customer feedback and complaint resolution processes to enhance service quality and client satisfaction.
• Coordinate staff induction and training schedules to support workforce development and operational effectiveness.
• Oversee contract administration and maintain service agreements with suppliers and external service providers.
• Facilitate communication and collaboration between departments to ensure efficient business operations.
• Maintain company assets and equipment registers, ensuring accurate tracking, maintenance, and record-keeping.

Skills and Qualifications

• Relevant qualification in Business Administration, Management, Leadership and Management, Health Administration, Public Health, or a related discipline
• Previous experience in an Office Manager role.
• Experience within a dental, medical, allied health, healthcare, aged care, disability, or community services environment will be highly regarded.
• Excellent organisational and time-management skills with the ability to prioritise
• Strong communication and interpersonal skills.
• High level of attention to detail and accuracy in record keeping and reporting.
• Proficiency in Microsoft Office Suite and business administration systems.
• Ability to work independently and contribute positively to a collaborative team
• Competency in Orthotrac, GIMP/Photoshop, 3D printing (SprintRay) is highly desirable and advantageous
• Willingness and ability to travel between practice locations as required, including possible overnight stays in a regional location.
• Hours are Monday -Friday 8.30am -5.30 pm including some Saturday's.

What We Offer

• Competitive salary package.
• Supportive and professional work environment.
• Opportunities for professional development and career growth.
• The opportunity to contribute to a growing dental practice focused on delivering exceptional patient care and service excellence

Smile Focus is an equal opportunity employer and welcomes applications from