Receptionist

Overview

Provide friendly, efficient front-desk support for a busy dental clinic, ensuring an excellent patient experience, smooth daily operations, and accurate administrative handling.

Key Responsibilities

• Patient Reception and Communication

  • Greet patients warmly, manage check-ins, and maintain a professional front-of-house presence.

  • Answer and triage phone calls, respond to emails and messages promptly, and manage appointment inquiries.

  • Liaise with patients regarding appointment confirmations, rescheduling, reminders, and post-visit follow-up.

• Appointment and Schedule Management

  • Maintain the appointment calendar, coordinate bookings across clinicians, and optimise scheduling to minimise wait times.

  • Process cancellations and waiting lists; communicate changes to clinical staff.

• Administrative and Record-Keeping

  • Register new patients, update patient records, and ensure confidentiality and data protection compliance.

  • Prepare and manage patient forms, consent documents, invoices, and receipts.

  • Maintain office supplies and manage ordering to ensure uninterrupted operations.

• Billing and Payments

  • Handle payments, process transactions, and provide receipts; assist with reports or referral documentation as required.

  • Maintain accurate cash handling and daily reconciliation.

• Coordination with Clinical Team

  • Communicate patient arrivals and status to dental staff; assist with patient flow and minor clinical coordination tasks as needed.

  • Escalate clinical concerns or patient complaints to appropriate staff promptly and professionally.

• Clinic Presentation and Safety

  • Ensure the reception area is clean, organised, and welcoming.

  • Follow clinic protocols for health, safety, and infection control at the front desk.

Skills and Qualifications

• Language Proficiency

  • Native-level English and professional working proficiency in Maltese to communicate clearly with patients and colleagues. Any additional language will be considered an asset. 

• Experience and Background

  • Previous experience in a reception, front-desk, or customer service role; experience in a dental, medical, or clinical setting preferred.

  • Associate-level experience demonstrating independence and reliability.

• Technical and Administrative Skills

  • Proficient with scheduling software, practice management systems, and standard office applications (email, MS Office).

  • Strong numerical accuracy for billing and payment handling.

• Personal Attributes

  • Excellent interpersonal and communication skills; courteous, patient-focused, and professional demeanour.

  • Strong organisational skills, attention to detail, and ability to multitask in a fast-paced environment.

  • Discretion, confidentiality, and adherence to data protection regulations.

• Additional Requirements

  • Must have a residence permit in hand.

  • Flexible availability to cover clinic hours as required.

  • Relevant certifications (first aid, data protection training) are advantageous but not mandatory.

Apply if you are customer-service oriented, organised, and committed to supporting a high-quality dental practice environment.