Program Administrator

3 days ago

Newcastle, Australia Complete Dental Oral Surgery and Implants Full time

About Us

Complete Dental is a community-oriented dental clinic in Newcastle, dedicated to providing top-tier dental care in a friendly environment. We are looking for an experienced Program Administrator to join our team and support the development and optimisation of administrative, procurement, and project functions across the clinic.

Key Responsibilities
- Coordinates all resources, meetings, records of payments, key milestones, communications and documentation
- Develops plans and frameworks to organise and delegate tasks within the organization
- Works with Practice Manager and employees to ensure that deadlines and compliance requirements are met
- Advises Practice Manager on matters requiring attention and implements decisions
- Oversees work by employees and reports on work
- Prepares and reviews submissions and reports concerning organisational activities
- Collects and analyses data associated with business and reports on outcomes to 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:

- 5+ years’ experience in customer service role, 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
- Dynamic and flexible working environment
- Work in a supportive, professional healthcare setting
- Opportunity to contribute to the improvement of clinic systems and services

Pay: $75,000.00 - $77,000.00 per year

Schedule:

- Monday to Friday
- No weekends

**Experience**:

- project coordination: 5 years (required)

Work Authorisation:

- Australia (preferred)

Work Location: In person

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