Senior Administrator & Operations Coordinator
We are seeking a highly organised, experienced and proactive Administrator and Operations Coordinator to join our growing dental laboratory.
This is a varied and responsible administrative position requiring excellent organisation, strong attention to detail and the ability to manage multiple priorities. The successful candidate will play a central role in coordinating dental cases, managing office systems, supporting accounts and ensuring the laboratory’s day-to-day operations run efficiently.
The role will also involve providing PA-style administrative support to the management team, including diary coordination, preparing reports, following up actions and helping to keep important projects and deadlines on track.
Previous dental or healthcare experience would be beneficial, but it is not essential. Full training will be provided on dental terminology and laboratory processes. We are primarily looking for someone with strong general administration and accounts experience who can take responsibility, solve problems and work independently.
This is a full-time, office-based position. Due to the operational needs of the business, occasional work outside normal working hours may be required, with reasonable notice provided wherever possible.
This is an administrative and operational role. It does not involve manufacturing dental restorations or appliances.
Key ResponsibilitiesDental Case Administration
- Receive and process incoming dental cases, prescriptions, scans and supporting information.
- Check that all required case information has been provided and contact dental practices where clarification is needed.
- Accurately enter case details into the laboratory management system.
- Maintain digital and physical case records and update case progress throughout the production process.
- Monitor deadlines and turnaround times to ensure cases remain on schedule.
- Coordinate effectively with dental technicians, clinicians, practices and suppliers.
- Identify urgent cases, missing information or potential delays and ensure these are escalated promptly.
- Provide practices with accurate updates regarding case progress, requirements and expected completion dates.
- Maintain patient confidentiality and handle all information in accordance with data protection requirements.
Dispatch, Collections and Deliveries
- Prepare completed dental cases for secure packaging and dispatch.
- Check that all necessary documentation is included before a case leaves the laboratory.
- Arrange collections and deliveries with couriers and dental practices.
- Maintain accurate dispatch and tracking records.
- Monitor deliveries and follow up delayed, missing or incorrectly delivered items.
- Manage incoming and outgoing post, parcels, laboratory components and supplier deliveries.
- Help maintain an organised and reliable system for tracking all items entering and leaving the laboratory.
Accounts and Financial Administration
- Prepare and issue customer invoices and statements.
- Record payments and maintain accurate customer account information.
- Monitor outstanding balances and follow up overdue invoices professionally.
- Process supplier invoices and maintain organised purchase records.
- Assist with payment tracking, account reconciliation and the preparation of financial reports.
- Liaise with management, suppliers, customers and the company’s accountant where required.
- Maintain accurate electronic records of invoices, payments, expenses and supporting documents.
- Assist with general bookkeeping and accounts administration.
Office and Operations Administration
- Answer telephone calls professionally and respond to email enquiries.
- Maintain organised digital and physical filing systems.
- Manage office supplies and assist with monitoring laboratory stock.
- Place approved orders for materials, components, packaging and general office supplies.
- Maintain supplier records, price lists and order information.
- Prepare spreadsheets, reports, correspondence and internal documents.
- Support the introduction and improvement of administrative systems and processes.
- Assist with maintaining policies, procedures, compliance records and laboratory documentation.
- Coordinate diaries, meetings, appointments and internal schedules where required.
- Record meeting notes, maintain action lists and follow up outstanding tasks.
- Support management with projects, reporting, data entry and general business administration.
Management and PA-Style Support
- Provide proactive administrative support to the directors and management team.
- Help organise diaries, meetings, reminders and important deadlines.
- Prepare documents, reports, presentations and business correspondence.
- Maintain confidential records and handle sensitive information appropriately.
- Keep track of agreed actions and follow up with the relevant team members.
- Assist with project coordination and ensure tasks continue to move forward.
- Anticipate administrative requirements and help resolve problems before they cause delays.
Essential Experience and Skills
- At least two years of experience in a busy administrative, office coordination, accounts or PA-style role.
- Strong organisational skills and the ability to manage several priorities simultaneously.
- Excellent attention to detail and a high level of accuracy.
- Experience with invoicing, payment tracking or general accounts administration.
- Confidence using Microsoft Office, including Word, Excel and Outlook.
- Good computer literacy and the ability to learn new systems quickly.
- Excellent written and verbal communication skills.
- A professional and confident telephone manner.
- Ability to prioritise work, meet deadlines and follow tasks through to completion.
- Ability to work independently, use initiative and take responsibility for outcomes.
- A calm, practical and professional approach when dealing with urgent requests or changing priorities.
- Ability to handle confidential patient and business information appropriately.
- GCSEs or equivalent qualifications in English and Mathematics.
Desirable Experience
- Previous experience in a dental practice, dental laboratory, healthcare business or other regulated environment.
- Experience with bookkeeping or accounting software.
- Experience coordinating couriers, deliveries, stock or production workflows.
- Experience providing PA or executive support to directors or senior management.
- Knowledge of dental terminology, dental laboratory processes or dental case management.
Dental experience is helpful but not essential. Training will be provided to the right candidate.
The Person We Are Looking For
The successful candidate will be naturally organised, dependable and comfortable taking ownership of their work. You should enjoy creating order, keeping accurate records and ensuring tasks are completed properly.
You will be someone who notices when information is missing, follows up without needing to be reminded and can confidently manage competing deadlines. You must be able to communicate professionally with dental practices, suppliers, couriers, laboratory staff and management.
This role would suit an experienced administrator, office coordinator, accounts administrator or personal assistant looking for a varied and responsible position within a growing dental business.
What We Offer
- A varied and responsible role within a growing dental laboratory.
- Full training in dental laboratory systems and processes.
- Ongoing professional development opportunities.
- Opportunities to progress as the business grows.
- A supportive and friendly working environment.
- Employee discount.
- Private dental insurance.
Pay: £12.75-£16.00 per hour
Application question(s):
- How many years of administration, office coordination, accounts or PA experience do you have?
- Please give an example of how you have managed several competing tasks or deadlines.
- What accounts-related duties have you previously carried out, such as invoicing, payment tracking, supplier invoices or reconciliation?
- Which office, accounting or business management software systems have you used?
- Do you have any experience within dentistry, healthcare, a laboratory or another regulated environment? Dental experience is not essential.
- Why are you interested in this role, and what makes you suited to a busy coordination and administration position?
- Did you use AI to answer these qustions?
Work Location: In person
