SPosition Purpose
The Assistant Manager acts as the Clinic Captain, responsible for day-to-day operational execution within the clinic.
The Assistant Manager acts as the primary operational point of contact for the Multi-Site Practice Manager, ensuring daily operations run smoothly and escalating risks, staffing gaps, and operational issues as required.
The role ensures coordination between clinical and administrative teams to maintain efficiency, patient flow, and adherence to operational standards.
Key Principle: The Assistant Manager runs the clinic operationally each day, ensuring smooth workflow, patient readiness, and cost discipline.
The Assistant Manager lives and breathes our core values, demonstrating leadership through:
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Believe in New Beginnings — embracing change, supporting growth, and driving continuous improvement
- Protect and Uplift the Tribe — fostering a supportive, collaborative, and positive team environment
- Own It — taking accountability for clinic operations and outcomes
- Do What's Right Always — maintaining integrity, compliance, and patient-first decision making
Key Responsibilities by Operational Pillar
1. Production, Collections & Budget Control
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Maintain an efficient and optimised appointment schedule
- Monitor clinic spending and ensure adherence to budgets
- Report financial and operational updates to the Multi-Site Practice Manager
- Manage ordering of consumables and supplies
- Maintain appropriate inventory levels
- Identify unnecessary expenses and maintain cost discipline
- Ensure efficient use of clinical time and resources
2. Clinical Coordination
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Coordinate treatment scheduling and clinical workflows (may be supported by a strong Dental Assistant)
- Ensure diagnostics, patient documentation, and preparation are completed (may be supported by a strong Dental Assistant)
- Coordinate surgery logistics, lab cases, and anaesthesia scheduling (may be supported by a strong Dental Assistant)
- Ensure rooms are prepared and patient-ready
- Support providers to maintain on-time schedules
3. Team Leadership
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Coordinate dental nurses and administrative staff
- Provide day-to-day leadership and direction to clinic team
- Monitor attendance, rosters, and staffing coverage
- Escalate staffing gaps to the Multi-Site Practice Manager
- Support onboarding of new staff
- Foster a positive and professional team culture
4. Daily Operations Leadership
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Run daily team huddles and coordinate clinic workflow
- Manage appointment book and patient flow
- Ensure patient readiness and on-time starts
- Resolve operational issues quickly
- Coordinate between front desk and clinical teams
- Ensure smooth handover between providers and staff
5. Compliance & SOP Ownership
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Ensure team adherence to Nova SOPs
- Maintain infection control and clinical protocols
- Ensure accurate documentation and system compliance
- Monitor daily compliance with operational standards
- Support audit readiness
- Escalate compliance risks immediately
Key Performance Indicators (KPIs)
Operational Efficiency
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Appointment book utilisation
- On-time starts
- Patient flow efficiency
- Reduced chair downtime
Financial Discipline
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Consumables spend vs budget
- Stock management accuracy
- Reduced unnecessary expenses
Team Coordination
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Roster coverage
- Daily huddle completion
- Staff coordination effectiveness
Compliance
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SOP adherence
- Infection control compliance
- Documentation accuracy
Skills & Experience Required
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Dental reception or senior dental administration experience
- Experience coordinating clinic workflows
- Strong organisational and scheduling skills
- Leadership or team coordination experience
- Knowledge of dental practice operations
- Experience with dental software (CareStack preferred)
- Strong communication skills
Success Measures
Success in this role is defined by:
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Smooth daily clinic operations
- Effective communication with Multi-Site Practice Manager
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Efficient patient flow
- Strong team coordination
- Budget discipline on consumables
- Compliance with SOPs
- Positive patient experience
Nova Dental Implant Centre is built on compassion, expertise, and transparency. Our culture focuses on creating a supportive, judgment-free experience while delivering high-quality, efficient implant care. With a commitment to precision, clear communication, and restoring confidence, we aim to ensure every patient feels understood, respected, and empowered.
