Office Administrator Vacancy – Full/Part Time

Ridings Equine Vets are searching for an experienced administrator to join our growing practice in Lumby, South Milford.

About Us

Ridings Equine Vets is an equine only veterinary practice based in Yorkshire. We aim to deliver exceptional client care to horse owners in our area both at their own yards and at our practice base. We have 7 equine vets that provide a service 24/7 including routine work, dentistry, lameness investigations, stud work, gastroscopy and much more. With in-patient facilities we are well equipped for horses to come to us for investigations, but all our equipment is also fully mobile for our ambulatory service.

The practice was established in 2013 and has grown rapidly. All the team love horses and strive to be the best we can possibly be by aiming for exceptional service, being caring and compassionate and working together as a team.

The Role

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.

Job Responsibilities include:

Financial Administration

Generating and sending customer invoices

Proactively chasing debts by telephone to ensure payment

Processing Insurance Claims

Managing monthly health plan process

Handle and resolve customer queries and disputes over invoices

Production of monthly financial management accounts

Preparation and submission of the quarterly VAT return

Reconciling daily cheques, cash and card payments

Reception Duties

Answering the telephone and dealing with customer enquiries

Booking appointments

Processing Payments over the phone

General Administration

Monitoring and responding to emails

Overseeing the Practice vehicle management

Recording Vet Fuel Usage

Invoicing and uploading lab reports onto client accounts

Reconciling the monthly laboratory invoices

Organising CPD, travel and accommodation when required

Assisting the Clinical Director and Office Manager when required

Scribe and produce meeting minutes and oversee actions

Other general administrative duties

This post requires previous administration experience and to be 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 written and verbal. This role places a large emphasis on debt management therefore you must be comfortable calling clients to recover outstanding debts. Knowledge of horse care is preferred but not essential for quick learners.

Competitive Salary depending on experience.

Full time 40 hour week/Part time 16-24 hour week Monday – Friday with 1:4 - 1:6 Saturday mornings 9-12pm with time back in lieu

Requirements for the role

Previous experience in office administration/customer care

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.

How to apply

Please email CV and Covering Letter identifying whether you are interested in full or part time hours and clearly evidencing your skills and experience against the above job description and specifications. We will not be able to progress your application without a covering letter. Only candidates that meet the requirements for the role will be considered for this position, the deadline for applications is 5pm on Friday 23rd February 2024.

Interviews will be held on Monday 4th March 2024

To enquire informally, please call Karen on 07747771182.

We regret that due to the high volume of applications we are unable to acknowledge every application personally. Please bear in mind that if you are selected for interview, we will contact you within 14 days of the closing date.