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  • clwalne

We are hiring! Veterinary Receptionist / Administrator

Do you pride yourself on your ability to multitask? Are you someone who thrives in a busy environment, but understands the need for sensitivity and confidentiality? And most importantly, are you confident of not losing it if you accidentally mutter that you fancy a cup of tea and the entire team says ‘Yes please’?

If the answer to any of those questions is, then read on!

We are looking for a full time Veterinary Receptionist / Administrator. This is a permanent position, Monday – Friday, 8.30am – 5.30pm.

Working in a fast paced, and at times, challenging environment, the ability to think on your feet is important. Excellent communication skills, computer literacy and the ability to work in a team are essential to the role.

You must be friendly and approachable with a positive attitude, taking pride in delivering a first-class customer experience for clients and their horses, as well as having a good telephone manner and the ability to stay calm and prioritise your workload under pressure.

Providing front of house service, responsible to the Office Manager, key responsibilities include:

  • Reception duties and daily communication with clients via telephone or in person

  • Management of the Veterinary Surgeon’s diaries including bookings management

  • Answering the phones and following up accordingly with the relevant action

  • Liaising with Clients regarding treatments and vaccinations

  • Receiving emails and directing them accordingly

  • Print off consent forms for the daily appointments at the practice

  • Ensure client completes and signs admission/consent form and make client aware of details within the form, and checking insurance status of the horse.

  • Upon discharge, ensuring client receives discharge form, any medication dispensed from the pharmacy and passport and take payment for non-insured horses or excess for insured horses

  • Organising and authorisation of repeat prescriptions after veterinary approval

  • Ensuring out of hours service is informed of on-call vet and phones are diverted/cancelled as required.

  • Updating client details, filing and scanning documents as necessary

  • Ensuring new client registrations are filled out and terms of business are advised

  • Taking payments from clients via cheque, cash or card and entering onto PMS Eclipse, payment book and till as required.

  • Dealing with incoming and outgoing mail including lab samples and results, franking outgoing mail

  • Signing for deliveries

  • Organising the reception area on a daily basis to ensure it is kept clean and tidy. To undertake such duties when required to maintain a safe and efficient veterinary hospital,

  • Run daily audit trail and balancing of till when required

  • Ensuring the till contents are secured in the safe and lights are turned off, windows/doors etc are locked and building alarmed at end of day

  • To adhere to all policies and procedures including health and safety

You will need to work closely with the other receptionists, equine nurses and the vets.

The ability to touch type would be advantageous, but is not essential.

Veterinary practice is varied and can sometimes be unpredictable, therefore a flexible approach is imperative.


Confidentiality is crucial at all times in relation to client, patient and financial information.

Normal Working Hours:

Normal working hours are 8.30am-5.30pm Monday to Friday.

Any authorised overtime will be paid at your normal hourly rate.


You are entitled to 20 days holiday per year plus the eight statutory bank holidays.

You will be entitled to statutory sick leave and parental leave/time off for dependants.


£18,720 - £21,673 dependent on experience

If you have a passion for horses, and are a confident and good team player, this could be the job for you. Further information about us, please see our website or @Cottsequine on Facebook and Instagram.

To apply, please send a covering letter and CV including at least one reference to Closing date 18th August 2023.

If you think this sounds like you, then we can’t wait to welcome you to this tight-knit team. We think you will fit right it!

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