FRONT OF HOUSE ADMINISTRATOR

Infinityblu Dental; Auchtermuchty; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Sick pay

28 days annual leave

Birthday leave

Volunteer day

Private health insurance

Pension contributions

Cycle to work

Team days out

Training costs covered

Job summary

Infinityblu Dental Care & Implant Clinic Auchtermuchty is seeking a highly organised Front of House Administrator to deliver a warm, professional welcome and support the smooth running of the reception.

You will work closely with the Practice Manager and clinical team to coordinate appointments, handle patient enquiries, maintain records, ensure GDPR compliance and uphold the practice's high standards of patient care.

Qualifications

• Experience in a dental/healthcare or customer-facing environment is desirable.
• Willing to undertake PDA Dental Receptionist qualification in 2027.
• Strong communication and organisational skills.

Responsibilities

• Provide a welcoming, professional and patient centred reception service, ensuring an exceptional patient experience from arrival through to departure.
• Ensure the smooth and efficient running of the Front of House function.
• Manage patient appointments, including booking, coordinating, rescheduling, cancellations and rebooking as required.
• Handle patient enquiries and communications by telephone, email and in person, ensuring timely and professional responses.
• Update patient records and contact notes accurately following all patient communications.
• Liaise effectively with Dentists, Dental Nurses, laboratories and external providers to support patient treatment journeys and resolve any issues that may arise.
• Coordinate appointment changes where clinical or laboratory requirements necessitate rescheduling.
• Support effective communication between Front of House, clinicians, nurses, laboratories, other practices and external providers, ensuring all practice to practice communication is completed via approved channels.
• Monitor patient finance applications, recall patient lists and other administrative processes to support practice performance.
• Carry out daily administrative duties including banking, cashing up, scanning, filing, patient correspondence and document management.
• Ensure compliance with GDPR, confidentiality requirements, company policies and practice procedures.
• Work collaboratively with the Front of House team, Dental Nurses and wider practice team to maintain established protocols and standards.
• Assist the Practice Manager with delegated administrative tasks, projects and operational requirements.
• Provide Front of House cover and support across other Infinityblu practices when required.
• Undertake any other reasonable duties commensurate with the role as requested by the Practice Manager.

Skills

Highly organised

Patient focused

Excellent communication

Attention to detail

Tools

Microsoft Office

Job description

We are looking for a highly organised, confident and patient focused Front of House Administrator to joinour team at Infinityblu Dental Care & Implant Clinic Auchtermuchty. This is an excellent opportunity forsomeone who enjoys working in a busy, people centred environment and is passionate about delivering anexceptional patient experience.

About the Role:

As Front of House, you will support the smooth and efficient running of the reception and front desk service. You will work closely with the Practice Manager, Dental Nurses, and Clinicians to ensure our standards, systems and compliance requirements are consistently met across the practice. A key part of the role is providing an excellent customer service experience, ensuring every patient receives a warm, professional and supportive welcome from the moment they arrive.

This role would be ideal for an experienced receptionist or customer service professional, particularly someone already working within a dental, healthcare or patient facing environment who is looking to further develop their career within dentistry.

Whilst dental knowledge and previous dental practice experience would be advantageous, they are not essential. We are looking for an individual with excellent communication skills, a passion for delivering outstanding patient care and a willingness to learn and develop within the role.

As part of your professional development, it will be essential that you are willing to undertake and successfully complete the PDA Dental Receptionist qualification in 2027, with support from the practice.

Key Responsibilities:

• Provide a welcoming, professional and patient centred reception service, ensuring an exceptional patientexperience from arrival through to departure.
• Ensure the smooth and efficient running of the Front of House function.
• Manage patient appointments, including booking, coordinating, rescheduling, cancellations and rebookingas required.
• Handle patient enquiries and communications by telephone, email and in person, ensuring timely andprofessional responses.
• Update patient records and contact notes accurately following all patient communications.
• Liaise effectively with Dentists, Dental Nurses, laboratories and external providers to support patienttreatment journeys and resolve any issues that may arise.
• Coordinate appointment changes where clinical or laboratory requirements necessitate rescheduling.
• Support effective communication between Front of House, clinicians, nurses, laboratories, otherpractices and external providers, ensuring all practice to practice communication is completed viaapproved channels.
• Monitor patient finance applications, recall patient lists and other administrative processes to supportpractice performance.
• Carry out daily administrative duties including banking, cashing up, scanning, filing, patientcorrespondence and document management.
• Ensure compliance with GDPR, confidentiality requirements, company policies and practice procedures.
• Work collaboratively with the Front of House team, Dental Nurses and wider practice team to maintainestablished protocols and standards.
• Assist the Practice Manager with delegated administrative tasks, projects and operational requirements.
• Provide Front of House cover and support across other Infinityblu practices when required.
• Undertake any other reasonable duties commensurate with the role as requested by the Practice Manager.

About You:

• Dental knowledge and previous dental practice experience would be advantageous but are not essential.
• Previous experience in a dental, healthcare, medical or busy customer facing environment is desirable.
• An excellent communicator with a friendly, professional and empathetic approach to patient care andcustomer service.
• Highly organised, with strong attention to detail and the ability to manage a varied workloadeffectively.
• Able to work confidently in a fast paced environment, prioritise tasks and remain calm under pressure.
• A positive, proactive and adaptable individual who is comfortable working independently and as part of ateam.
• Committed to delivering high standards and willing to go the extra mile to support patients, colleaguesand the wider practice.
• Strong literacy and IT skills, including proficiency in Microsoft Office applications such as Word,Excel and Outlook.
• Comfortable learning new systems, following established processes and embracing new ways of working.
• Professional in approach and enthusiastic about upholding the values, standards and reputation of thepractice

Working Pattern

Full Time, 41.25 hours: Monday to Friday 08.00-17.15

What we will offer you:

• Additional Company Sick pay
• Holidays 28 days per year (prorated if working part time)
• One extra days holiday for your birthday
• One paid volunteering day each year to support a charity of your choice
• Monthly Pension Contributions Employee 5% Infinityblu 3%
• Private Health Insurance with Vitality Health
• Indemnity Cover paid by Practice
• Cycle to work Scheme
• Team days out Biannually
• Training Costs supported

Closing date for applications: Friday 25th September. Please note that we reserve the right to close this vacancy earlier should a sufficient number of suitable applications be received

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