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:
1. Performing intra-oral scans and conducting consultations
(Training provided — no prior scanning experience needed.)
2. Managing patient communications, CRM updates, logistics, and follow-through
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.
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).
* 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.
⭐ Time Off Policy (Contractor)
Although this is a self-employed contractor role, StarSmiles maintains a fair, respectful approach to time off.
Annual Time Off
* 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.
* In cases of sudden illness, family emergencies, or personal crises, notify as soon as possible — we will always work with you.
Handover Checklist
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.
Compensation, Bonuses & Progression
* £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 scanning
Nice to Have
* Experience in dental, orthodontic, or aesthetic environments
* Experience with intra-oral scanning (not required — full training provided)
* Startup/small business background
Ideal Personality Fit
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
⭐ Our Culture
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.
How to Apply
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]