Support Team Administrator

3 weeks ago


Whitchurch, United Kingdom LLM Farm Vets Full time

Are you looking to join a fun, friendly and proactive team who’s focus on team culture, continuous personal development and first class client service delivery is at the heart of what we do. We have a great opportunity for an enthusiastic person to join our farm practice support team in Whitchurch, Shropshire.

Working within our diary and pharmacy team, your main role will be to support the teams.

**What you’ll be doing**:
**Pharmacy specific responsibilities**
- Take med orders from clients, checking with vets for authorisation of product and quantity. Organise collection or delivery method.
- Huskvac orders - take orders and ensure timely delivery to clients with minimum wastage.
- Assist with distributing Estrumate and Cascade med forms to clients for signing.
- Send batch statements to clients on request.
- Create invoices for clients, take card payments, and pay off on Vet IT.
- Attend fortnightly pharmacy meetings & take minutes on a rota.

**Diary specific responsibilities**
- Responsible for answering the phone, dealing with client and staff enquiries through the main phone line.
- Manage bookings within dynamic field team diaries. Ensuring efficiency and fair allocation of calls whilst maintaining a high level of customer service.
- Recognise emergencies and utilise the information available to prioritise clinical calls.
- Communicate effectively to maintain excellent customer service to both clients and colleagues, keeping up to date with information such as arrival times on farm and routine visit changes.
- Provide admin support to specific members of our clinical team in our ‘vet go to’ project.
- Manage Total Dairy farm data, inputting farm fertility data into the database and creating reports where needed.
- Ensure that all Sainsburys, Arla and McDonalds visits are booked in with sufficient planning of the diary in advance.
- Provide support for all TB related tasks, ensuring the workload is covered by the team and tasks completed on time.
- Booking in Clinical Audits, arranging meetings and completing action points.
- Assist with the booking of TBAS visits, collating when the funding is received and keeping an up to date record.

**Kits and vet equipment**
- To assist in the preparation, cleaning and sterilising of operating kits to be used for on farm surgery.
- To assist in maintaining a clean and tidy lab area and maintaining stock levels for operating kits.
- To ensure a good level of clean waterproof clothing is maintained for use on farm.
- To correctly use, run and maintain the autoclave. Contacting suppliers or keeping records of any issues that may happen.

**Lab responsibilities**
- Assist the team with the packing, posting and submission of lab samples.
- Assist the team with circulating lab results daily, saving in the appropriate files and updating our internal lab database.

**General responsibilities**
- General office administration to include photocopying, faxing, sorting mail, filing, arching and word processing.
- To assist with the daily post submission, across the team.
- To assist with the end of day checks such as the on call phone transfer.
- To assist with the cover of remote offices in Wrexham and Eccleshall.
- Dispensing of medicines in remote sites following all legal requirements and prescribing processes set out by the pharmacy team.
- To assist in the training of any new members of staff in all relevant areas.
- Huskvac orders - take orders and ensure timely delivery to clients with minimum wastage.
- Assist with distributing Estrumate and Cascade med forms to clients for signing.
- Send batch statements to clients on request.
- Create invoices for clients, take card payments, and pay off on Vet IT.
- Attend fortnightly pharmacy meetings & take minutes on a rota.

What you will need:

- The ability to work on your own initiative as well as being a team player
- To be detail-oriented
- Have the ability to manage your time well through prioritising tasks, demonstrating good organisational skills
- Good interpersonal skills and customer care focused
- Experience in accountancy would be an advantage

**Job Type**: Part-time

**Salary**: £20,225.00 per year

Expected hours: 34 - 42.5 per week

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Employee discount
- Enhanced maternity leave
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Paid volunteer time
- Private medical insurance
- Sick pay

Schedule:

- Day shift

**Experience**:

- Office: 1 year (preferred)

Work Location: In person


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