We're looking for a full time team member with administrative skills to join us!
We are a unique veterinary facility in our area. We are intentionally small, trying to keep a stated personal, family-practice feel to the business, while maintaining top quality, modern levels of care with tools and methods of patient care. Please check out our website and Facebook page to better get a feel of who we are here.
The candidate should have strong abilities in: leadership; marketing; social media; website management; word processing; Excel; attention to detail for the creation, upkeep, and administration of standard operating procedures for the team (for staff training, for OSHA regulations, etc.); scheduling; inventory; purchasing; communications and coordination with vendors, suppliers, independent contractor doctors/services, referral facilities, etc.. The candidate must have a love for animals as the role requires some ability to assist the technicians at times with animal handling (skills will be taught on the job). They must have friendly and outgoing reception and customer service skills as they will be the direct supervisor to that team and covering those duties when the receptionists are busy processing phone calls and payments for clients. The candidate should be dedicated and able to work independently in their role. The candidate should be kind, compassionate, able to work with and get along with others easily.
Ideally the candidate has at least a few years experience working in a veterinary facility (examples: receptionist with an exemplary record promoted to reception team leadership; or veterinary technician that has been given similar additional administrative roles as outlined in this description). Post-secondary education is not mandatory, though it will be looked upon favorably.
Our practice is fully computerized, with paperless medical records. Our phones are a VOIP directly through our computer system. If and when any of the software or networks malfunction, it can be crippling to the daily business flow. A confidence with computers and troubleshooting with these companies’ tech. teams is a must.
Our medical records system is run through a practice management software called VIA (from the VCA/Antech company). A majority of what we do is processed directly through this software. The administrative candidate will need to be the team expert on this program to assist other employees with questions, during the day, as they arise. No prior experience with VIA is necessary, as training can be hands on since it is fairly user friendly, manuals are available on site, and VIA offers support through the software company.
Medical and financial administration are overseen by the doctor (owner) and his wife (respectively). Overall practice decisions and disciplinary actions are in the hands of the business owner. In summary, the Administrative Assistant role fulfills vital business functions in order to enable and optimize the ability for the doctor to be the doctor, the technicians to focus on patient care, and the receptionists to be equipped and successful in their customer service roles. It's a busy role keeping all these teams facilitated, equipped, and working well each day.