Program Coordinator

2 weeks ago

Newcastle, New South Wales, Australia beBeeAdministrative Full time $75,000 - $77,000
About Us

Our dental clinic is dedicated to delivering exceptional patient care in a supportive and professional environment. We are seeking an experienced Administrator to join our team and contribute to the development and optimisation of administrative, procurement, and project functions across the clinic.

Key Responsibilities:

  • Coordinate all resources, meetings, records of payments, key milestones, communications and documentation.
  • Develop plans and frameworks to organise and delegate tasks within the organisation.
  • Work with the Practice Manager and employees to ensure that deadlines and compliance requirements are met.
  • Advise the Practice Manager on matters requiring attention and implement decisions.
  • Oversee work by employees and report on work.
  • Prepare and review submissions and reports concerning organisational activities.
  • Collect and analyse data associated with business and report on outcomes to the Practice Manager.
  • Administer and manage clinic contracts with external suppliers, service providers, and consultants (IT, cleaning, lab services, etc.).
  • Support purchasing operations: vendor onboarding, tracking dental supplies and equipment, and maintaining budget records.
  • Liaise with IT support and dental software vendors for system enhancements or issue resolution.
  • Coordinate small internal projects (e.g., renovations, equipment upgrades, software transitions, marketing initiatives).
  • Maintain and improve administrative systems and processes for scheduling, records, and reporting.
  • Manage compliance documentation including insurance, and infection control standards.
  • Lead business documentation and internal communications for ongoing projects.
  • Provide backup support to the front office team when needed.
  • Deliver onboarding and training sessions for staff.
  • Help lead and inspire a dedicated team of dental assistants and receptionists, ensuring smooth clinic operations and exceptional patient service.

About You

Essential Criteria:

  • A minimum of 5 years' experience in customer service roles, project coordination, contract administration, or operational support roles.
  • Bachelor degree in Business Administration and Management.
  • Minimum 1 year leadership experience within a customer service role.
  • Minimum 4 year experience in procurement field.
  • Excellent stakeholder and vendor management skills.
  • Strong written and verbal communication skills.
  • High attention to detail and ability to manage multiple priorities.
  • Ability to work independently and collaboratively in a small team.
  • Strong computer literacy - MS Office, Excel, and project tracking tools.
  • Multilingual support capabilities.
  • High-level stakeholder management and service delivery reporting at the enterprise level.
  • Exposure to system transitions or change management projects.

What We Offer

A dynamic and flexible working environment, a supportive professional healthcare setting, and opportunities to contribute to the improvement of clinic systems and services.

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