Receptionist/Administrator Vacancy – Full/Part Time

Ridings Equine Vets are searching for an experienced receptionist/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

We are searching for a highly motivated and enthusiastic individual to join our friendly team as a Veterinary Receptionist/Administrator. Who will work in our fast paced office environment to help facilitate the smooth running of the reception and deliver high levels of client care.

Within this role, you will be the first point of contact for the majority of our lovely clients, exceptional customer service skills are essential as we aim to deliver the highest standards of care to our clients and their horses. You will be responsible for responding to all client queries via telephone, text/WhatsApp, email and social media and effectively managing the practice diary. Whether it be booking an appointment, arranging medication, dealing with an emergency situation or queries relating to invoices and payments. This is a varied role where you will need to be adept at responding appropriately to a range of client emotions from grief or worry to frustration.

As part of the office team you will also be responsible for some administration duties including but not limited to 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.

You will work closely with the Office Manager and Vets 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.

Job Responsibilities include but are not limited to:

Financial Administration

Generating and sending customer invoices

Proactively chasing debts by telephone to ensure payment

Processing Insurance Claims

Production of monthly financial management accounts

Reconciling daily cheques, cash and card payments

Reception Duties

Answering the telephone and dealing with customer enquiries

Booking appointments

Diary Management – booking appointments ensuring maximum efficiency and minimum travel time. Organising zone days and yard visits. Sending appointment reminder texts daily.

Processing payments, allocating and updating client accounts

Generating prescriptions and preparing medication for clients

Recording and dealing with client complaints as per the company policy

General Administration

Monitoring and responding to emails, WhatsApp/text messages and social media

Overseeing the Practice vehicle management

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 and customer service experience and to be an individual with great communication 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 10am on Friday 26th April 2024.

Interviews will be held on Tuesday 7th May 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.