Job Description

Job Purpose

Responsible for all aspects of Laboratory logistics and administration, to support the efficient running of the Dental Laboratory.

Key Roles and Accountabilities

Laboratory Administration

- Responsible for incoming and outgoing post and ensuring it is distributed in a timely manner

- Review all incoming jobs into the Laboratory, both physical and digital, to ensure all relevant information has been supplied and is clearly written on the prescription (patients name, prescribing dentist name and practice, the type and design characteristics of the custom-made dental appliance to be manufactured e.g. shade, type of material required, fit date.)

- Accurately booking in all jobs onto the Laboratory's' Lab Management System (Evident), ensuring each job is issued with a unique job number (E number). This job number must be recorded on all paperwork related to the case.

- Identify any cases for Case Assessment and make sure they are passed to the appropriate person promptly

- Administer and adhere to any customer specific ordering requirements eg customer portals (Oasis Lab ordering), purchasing systems (Hospitals) etc

- Ensure all prescriptions, and subsequent amendments, are scanned and stored for record keeping purposes. Also any notes/invoices relevant to the case

- Passing all relevant information to the Laboratory Manager to invoice each case before it leaves the laboratory - checking with the relevant Dental Technician if anything is unclear. Ensure invoice and patient statement is included with the completed prosthesis and emailed to practice where required.

- Ensure all jobs are adequality packed to ensure the prostheses are protected during transport, paying particular attention to those being delivered by post.

- Ensuring any cheques/monies received into the business are passed to the Laboratory Manager promptly

- Ensure the appropriate paperwork / PO is completed for all Corporates / Hospitals and NHS trust

Customer Care General

- To be the main contact for all non-case specific queries (collection and delivery requests, account enquiries etc) from customers ensuring that all queries / requests are dealt with efficiently and promptly, always ensuring excellent communication.

- Record all conversations with clients in the relevant section in Evident, ensuring they are detailed, accurate and contemporary

DAMAS

- Ensure compliance with DAMAS guidelines as directed by the Laboratory Manager

General

- Assisting with the cleaning rota

- Keep you work station clutter free and tidy whilst working and clean down your work station at the end of each day, including all equipment used during the day and emptying your bin regularly

- Being a team player is an essential part of your role and you may be required to perform such other and / or additional duties within your skills and competence as the Company may require.

Scheduling

- Maintain a workflow system to assist with the monitoring of jobs through the lab, to ensure all jobs are created within the agreed time frames. Liaise with each team to ensure they are fully aware of their weekly work schedules.

- Plan and oversee all dental practice work collections and deliveries, ensuring efficient and cost effective route planning and ensuring dental practice requirements and expectations are met with regards to timings of both collection and deliveries.

Purchasing

- Collate all supplier invoices, allocating case specific costs to cases on the Lab Management System, and forwarding hard (or emailed copies) copies to Finance Assistant in Chichester.

- Keep you work station clutter free and tidy whilst working and clean down your work station at the end of each day, including all equipment used during the day and emptying your bin regularly

Person Specification

1. Highly organised with good time management skills and the ability to put in place systems to streamline process

2. Good working knowledge of MS Office and databases

3. Ability to work under pressure with a calm and methodical approach

4. A willingness to learn

5. Ability to be a key team player, use own initiative and work with minimal supervision

6. Proven track record of working in a stand alone administrative role

7. Good interpersonal skills

8. Flexible with a willingness to help out as required

9. Professional attitude

Job Type: Full-time

Pay: From 32,000.00 per year

Work Location: In person