Personal Assistant/Clinical Coordinator

About Us

NSOMS Ltd is a private Oral & Maxillofacial surgery provider in New Zealand. Its services include clinic-based consultations, minor procedures and GA procedures in our state-of-the-art day stay centres.
Our spacious offices and treatment facilities in Northcote and Newmarket flip the script on what a conventional clinic can be, removing the claustrophobic element that other dental studios can create and replacing it with an open, inviting environment.

Our Vision

Our vision is to be New Zealand’s most trusted experts for Advanced Implant & Oral Surgery. NSOMS’s mission is to provide exceptional patient care, advanced oral surgery and dental implants, superior oral health and wellbeing for all New Zealanders, now and for future generations using the latest technology and a state of art facility for successful treatment outcomes. 

The Role

As a Personal Assistant, you’ll be the heart and engine room behind your clinical team to ensure seamless operations, clear communication, and exceptional organisation. No two days are the same for a Personal Assistant/Clinical Coordinator – this position will keep you on your toes.

-       Greet and assist patients with warmth and professionalism.

-       Manage appointment schedules in coordination with the surgeon’s availability.

-       Coordinate referrals and maintain accurate patient records.

-       Handle correspondence, juggle phone calls, manage emails, and system tasks without dropping the ball.

-       Support smooth daily operations across Patient Experience and Clinical teams.

-       Ensure patients feel heard, supported, and well cared for.

-       Flexible to working in both Northcote and Newmarket practices

-       Strong attention to detail and the ability to follow structure processes.

-       Comfortable handling complaints and difficult conversations with composure.

About You

-       A tertiary qualification but not required, Science and Management preferred.

-       Upholds the Treaty of Waitangi/Te Tiriti o Waitangi principles.

-       Cultural Awareness: Demonstrates respect for diversity and provides care that is culturally sensitive and inclusive for all patients.

-       1 - 3 years experience in a Clinical Coordinator or Personal Assistant position.

-       Previous experience with client/patient management software like Cliniko or similar but not required.

-       Strong interpersonal skills and ability to build effective relationships.

-       Enjoy working in a collaborative team.

-       Excellent written and verbal communication skills with warm, empathetic, and professional.

-       Calm, resilient, and able to multitask.

-       Passionate about customer service and helping people.

-       Strong computer literacy and the ability to pick up new systems quickly.

-       Self-management skills to organise and prioritise your workload efficiently.

-       Uses sound professional judgement to prioritise care.

Why join us:

Be part of a supportive team that values your contributions

Join in on our fun and engaging work socials

Thursday Coffee/Smoothies

Monthly Food Catchups

Opportunity for growth and development within the company