Job Vacancy - Office Administrator

We are searching for a highly motivated and enthusiastic individual to join our friendly team as Office Administrator on a full time basis working in our fast paced office environment to help facilitate the smooth running of the office.

Within this role, you will be responsible for all aspects of office administration including but not limited to, invoicing, debt control, managing the veterinary insurance claims process, managing the practice veterinary care health plan process, all general administration duties along with assisting the reception team during busy periods.

You will work closely with the Office Manager in order to help us ensure our practice is operating efficiently and we are achieving our objective of delivering exceptional veterinary and client care. You will be able to work under your own initiative and capable of meeting deadlines as well as being part of a friendly supportive team.

This post requires previous administration experience and an individual with great problem solving skills and very high attention to detail. You will have well developed organisational and planning skills and be able to demonstrate an ability to successfully communicate both verbally and in writing. Knowledge of horse care is preferred but not essential for quick learners.

Salary £9.50 – £11.25/hour depending on experience, 35 hour week Monday – Friday, 1:4 Saturday mornings 9-12pm.

Requirements for the role

Previous experience in office administration

A-levels or equivalent education or significant experience in a similar role

GCSE Maths and English Grade C or above

Proficient IT skills including Microsoft word and excel

UK driving licence and own car which you may be required to use for work purposes from time to time.

Job Responsibilities:

Answering the telephone and dealing with customer enquiries

Monitoring and responding to emails

Generating and sending customer invoices

Proactively chasing debts by telephone to ensure payment

Managing the customer insurance claims process and keeping good records

Handle and resolve customer queries and disputes over invoices

Manage monthly health plan process

Assisting the Clinical Director and Office Manager when required

Manage Recalls and produce monthly report

Oversea and manage customer loans provided through our finance company

Invoicing and uploading lab reports onto client accounts

Production of monthly financial management accounts

Preparation and submission of the quarterly VAT return

Managing the correct reconciliation of cheques, cash and card payments daily and processing payments

Managing the company cash register and petty cash register

Reconciling the monthly bank statement

Scribe and produce monthly team meeting minutes and oversea actions

Reconciling the monthly laboratory invoices

Track printing and postage costs

Organising CPD, travel and accommodation

Opening incoming mail

Uploading documents to client accounts

Doing the daily post office run if required Managing the work experience diary

The Office administrator role is important to ensure the smooth running of the office administration processes, ensuring the practice is financially efficient and offering a good level of service to our clients. The Office Administrator is responsible for overseeing all client accounts, managing overdue debts and dealing with insurance claims from start to finish. Objectives include minimising the bad debts and maximising financial efficiency while maintaining high levels of client service.

How to apply

Please email with CV and Covering Letter clearly evidencing your skills and experience against the above job description and specifications.

Only candidates that meet the requirements for the role will be considered for this position, the deadline for applications is 5pm on Friday 28th August.

Shortlisted candidates will have a brief telephone interview followed by a face-face task-based interview on Tuesday 1st, Thursday 3rd September or Friday 4th September 2020.

For more information on our practice and a full job description please visit our website

To enquire informally, please call Rachel on 07747771182.