Operations Coordinator, Intraoral scanner
15 days ago
Stanmore
Contract Type: Self-Employed / Sole Proprietor Location: 60a Station Road, North Harrow, HA2 7SJ (Subject to relocation to Mill Hill or Barnet. Scans also take place at multiple offices across London.) Salary: £30,000/year + performance bonuses Start Date: 5 January 2025 Hours: Monday–Friday, 9:30am–5:00pm ⭐ About StarSmiles Aligners StarSmiles is a direct-to-consumer invisible aligner provider. We scan patients for mild-to-moderate misalignment cases, design treatment plans, and manufacture our own aligners in-house. By eliminating the traditional dentist middleman, we make straightening and whitening more accessible and affordable, while still delivering effective, comprehensive clinical outcomes. Our mission is simple: make confident smiles more accessible without compromising care or quality. Role Overview The Operations Coordinator is a hybrid patient-facing and administrative role, responsible for: This person will also assist the Founder with daily updates, priorities, and operational tasks. Key Responsibilities⭐ 1. Intra-Oral Scanning & Consultations • Perform high-quality intra-oral scans for new and existing patients., • Welcome patients, explain treatment stages, and answer questions clearly and confidently., • Guide patients through pricing, packages, and next steps to assist with conversion., • Upload scans and communicate with the treatment planning team promptly., • Travel for scanning:, • Approx. 3 day trips per month to nearby UK cities (e.g., Birmingham, Leicester) — fully compensated., • Regular London travel to partner offices and clinic spaces (within working hours whenever possible)., • Maintain professionalism, friendliness, and a reassuring patient experience throughout consultations.⭐ 2. Operations & Administrative Coordination, • Send confirmation, reminder, and follow-up emails to patients., • Maintain and update Zoho CRM with all patient details, appointment dates, case statuses, and notes., • Organise and track treatment plans from the planning team; send plans to patients promptly., • Prepare and assemble aligner kits and coordinate shipping or courier arrangements., • Maintain a fully updated calendar of:, • appointments, • scanning days, • impending treatment stages, • aligner delivery timelines, • Respond to patient queries via email, WhatsApp, and phone (email is the primary channel)., • Keep accurate, neat to-do lists and track all outstanding tasks., • Communicate effectively with the Founder and flag any delays, patient concerns, or operational issues.Working Hours & Flexibility, • Standard schedule: Monday–Friday, 9:30am–5:00pm., • Hybrid structure:, • In-person: when scanning or meeting patients., • Work-from-home: for admin tasks on days without scans., • Occasionally, a patient may request a scan outside standard hours (evening/weekend)., • You may take up to 30 days off per year (unpaid, in line with contractor status). Notice Requirements • Provide at least 7 days’ notice for planned time off., • Before going on leave, you must ensure:, • All patients with upcoming appointments are informed., • CRM and booking systems reflect your unavailable dates., • No new appointments can accidentally be booked during your time off., • A clear, written handover list is sent to the Founder.Emergencies & Illness, • StarSmiles is understanding, flexible, and compassionate., • All urgent tasks are completed or delegated., • Treatment planners are informed of any pending approvals., • Any aligner shipments due that week are prepared or reassigned., • £30,000 per year, paid monthly upon invoice., • Performance bonuses related to scanning, conversions, or overall contribution., • After ~8 months, if workload increases and performance is strong, salary may be reviewed and raised to £33,000., • Potential opportunity for share options within 2 years, depending on performance and business growth.Contract & Invoicing, • You will work as a self-employed sole proprietor., • No payroll or employee benefits, as this is a contractor role., • You must file your own taxes; StarSmiles can introduce you to our accountants for guidance.Skills & QualificationsEssential, • Right to work in the UK, • Fluent written and spoken English, • Strong administrative and organisational abilities, • Previous experience in operations, admin, or customer service, • Tech-savvy (email, calendars, spreadsheets, CRM tools), • Friendly, patient, and confident when speaking to patients, • Comfortable with travel for scanningNice to Have, • Experience in dental, orthodontic, or aesthetic environments, • Experience with intra-oral scanning (not required — full training provided), • Warm, personable, and patient, • Extremely organised and detail-oriented, • Independent and self-motivated, • Confident speaking with patients, • Calm under pressure and comfortable multitasking, • Reliable and consistent in follow-ups We care deeply about: • Patient experience, • Quality and accuracy, • Organised workflows After the first 6 months, you will earn significant independence and trust in handling day-to-day operations. We want someone who enjoys working autonomously, communicates clearly, and takes pride in doing things properly. How to Apply Please send the following to : • Your CV, • A short cover letter explaining:, • Why you want to join StarSmiles, • Your availability
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