Operations Coordinator, Intraoral scanner in Stanmore

Job description

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

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.

The Operations Coordinator is a hybrid patient-facing and administrative role, responsible for:

(Training provided — no prior scanning experience needed.)

to ensure every patient’s treatment journey is organised, smooth, and supported.

This person will also assist the Founder with daily updates, priorities, and operational tasks.

• 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.

• 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.

• 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).
• If you choose to accommodate this, you may take the equivalent time back on another weekday via a late start, early finish, or partial day off.

We prioritise fairness, balance, and open communication.

Although this is a self-employed contractor role, StarSmiles maintains a fair, respectful approach to time off.

• You may take up to 30 days off per year (unpaid, in line with contractor status).

• 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.

• StarSmiles is understanding, flexible, and compassionate.
• In cases of sudden illness, family emergencies, or personal crises, notify as soon as possible — we will always work with you.

Before time off, ensure:

• 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.
• Active patients have received necessary communications.

We value clarity, organisation, and kindness.

• £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.

• 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.

• 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 scanning

• Experience in dental, orthodontic, or aesthetic environments
• Experience with intra-oral scanning (not required — full training provided)
• Startup/small business background

You will thrive in this role if you are:

• 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
• Happiest when working in a supportive, drama-free, respectful environment

StarSmiles is a friendly, relaxed, and values-driven company.

We care deeply about:

• Patient experience
• Quality and accuracy
• Organised workflows
• Creating a supportive work environment

We do not micromanage.

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.

Please send the following to simran@starsmiles.co.uk:

1. Your CV
2. A short cover letter explaining:

• Why you want to join StarSmiles
• Your availability
• Any relevant operations or patient-facing experience

Subject Line: Operations Coordinator Application – [Your Name]

Extra information

Status

Closed

Education Level

Secondary School

Location

Stanmore

Type of Contract

Casual / Part Time Jobs

Profession type

Logistics jobs

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English