Equine Veterinary Office Administrator

Job Title: Equine Veterinary Office Administrator Location: Lingfield East, Stelling Minnis , Canterbury, CT4 6AJ Company: Lingfield Equine Vets Job Type: Full-Time Reports to: Office Manager Salary: £25.500K or commensurate with experience Start Date: 1st August 2024 Job Summary: We are seeking a dedicated and compassionate Equine Veterinary Office Administrator to join our team. The ideal candidate will be highly organised, possess excellent communication skills and be the first point of contact for our clients, providing excellent customer service and administrative support. You will be responsible for managing the front desk operations, including scheduling appointments, answering phone calls, and maintaining client records. Experience of working in an administration and support role with a professional office environment. Good standard of general education including Maths and English, Good working knowledge of Microsoft office, including Outlook, Word and MS Excell. Excellent phone etiquette with a smile attitude and great written communication skills. A minimum of 3 years full time work experience with the ability to be self-motivated. May need to assist at either Vet practice for sick or holiday cover. Key Responsibilities: • Customer Service: Greet clients warmly and ensure a welcoming atmosphere. Address client inquiries both in person and over the phone. • Appointment Management: Schedule and confirm appointments using our veterinary software. Ensure efficient use of veterinarians' time and smooth patient flow. Good knowledge of local area. A think outside the box attitude to help your vet or nurse navigate diversions or road closures. • Record Keeping: Maintain accurate and up-to-date client and patient records in a timely fashion. Manage filing systems and handle sensitive information confidentially. • Billing and Payments: Process payments and manage billing queries work closely with account department, Ability to have the “payment in advance “ conversation should the account warrant it, read it and makes notes on all client records. Handle cash, credit card transactions. • Communication: Relay messages between clients and veterinarians and follow up on client requests. Manage client expectations and assist in coordinating communication during emergencies whilst remaining clear and calm taking notes. • Inventory and Supplies: Assist in managing office supplies and veterinary stock. Ensure that the reception area and consultation rooms are tidy and well-organised. • Other Duties: Perform other administrative tasks as assigned by the Office Manager or Veterinarian. Qualifications: • Education: High school diploma or equivalent. Additional administrative or veterinary-related training is a plus. • Experience: Previous experience in a veterinary clinic, particularly in an equine practice, is preferred. Customer service or receptionist/office admin experience is essential. With at least 3 years working in a full time position. • Skills: • Excellent communication and interpersonal skills. • Strong organisational skills and attention to detail. • Proficiency in computer systems and veterinary software (e.g. Eclipse). • Ability to multitask and handle a fast-paced work environment. • Compassion for animals and empathy for their owners. Physical Requirements: • Ability to sit, stand, and walk for extended periods. • Capability to lift up to 25 pounds. • Benefits: • Competitive salary • 22 days holiday going up by one day yearly after 5 years of service up to 30 days. • Bank holidays off. • Company pension • Member of BVRA after 6 months probationary period • Continuing education opportunities • Employee discounts on veterinary services • Car parking on site How to Apply: Interested candidates should submit their resume/CV and a cover letter detailing their relevant experience and why they are passionate about working with equine patients. Lingfield Equine Vets is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Join our team and make a difference in the lives of equine patients and their owners Job Type: Full-time Pay: From £25,500.00 per year Benefits: • Company pension • Employee discount • On-site parking Schedule: • Monday to Friday Education: • GCSE or equivalent (required) Experience: • Customer service: 3 years (required) • Administrative experience: 3 years (required) Language: • English (required) Licence/Certification: • Driving Licence (required)