Client Services Administrators

2 months ago

Cambridge, United Kingdom Ann Pettengell Full time

Do you have previous experience in a customer facing role? Do you strive to deliver the very best Customer Service? We are looking for Client Services Administrators to provide temporary cover for our client who are based just west of Cambridge City Centre.

You will be responsible for providing a front of house service, ensuring that visitors are met with the highest standards of welcome and information.

Applicants will need to be able to demonstrate prior experience in a customer orientated environment, along with first class Customer Service skills. You will need to be flexible and adaptable to meet the needs of the business and be a competent user ofcomputer systems and databases.

**This is a temporary position to start immediately until the end of March 2023, possibly longer. The working hours are Monday-Friday 8.45am-5.00pm and you will be office based. Parking is available and the office is also easy to access via publictransport.**

Principle Responsibilities:
Administrative Support
- Greet clients and visitors
- Complete registration of clients on the management information system; for new clients, explain process and formalities of visit
- Accurately record client credit card data maintaining strict adherence to regulations
- Compile patient case notes to ensure all have the full complement of clinical templates
- Complete and generate invoices in a timely manner to include all elements recorded on the costing template
- Update Database as necessary
- Preparation of insurance claim forms, followed by submission to insurance companies
- Provide administrative support to academic veterinarian in charge of internship/externship programmes
- Maintenance and distribution of rotas for all clinical disciplines

Telephone Support
- Respond to telephone enquiries and referrals from veterinary surgeons working in primary practice Obtain detailed clinical information (which is often complex) and allocate to appropriate discipline, assess urgency of referral and relay to lead clinician
- Respond to telephone enquiries from clients. This may be about general clinical processes (e.g., explanation of timeframe for routine operations), further appointments or invoice/ insurance issues or complaints
- Respond to telephone requests from Insurance companies requiring additional information to consider clients claims

Clerical Service
- Receive post from insurance companies, referring vets and owners. Take appropriate action and distribute and deal as necessary
- Daily management of appointment schedules
- Compile, print and display appointment schedules daily in advance
- Ensure that case notes are either generated (new patients) or retrieved (existing patients)
- Draft routine letters to clients to clarify invoice queries
- Compile client information packages
- Stationery ordering of supplies
- Daily stocking of consultation rooms prior to daily appointments

Accounts
- Reconciliation of monies for end of day banking. This includes cash, cheques, credit cards, BAC’s and E-sales receipts
- Follow up on "Due Day" payments and process payments keeping client informed
Review BACS payments from insurance companies and follow up as necessary
- Ensure banking is submitted to accounts team promptly each day
- Maintain the Health and Safety records, Risk Assessments and SOP’s for the reception area
- Demonstrable experience of working in a customer-facing environment
- Excellent telephone manner
- Excellent communication and interpersonal skills and the ability to interact positively with a wide range of people in a busy and demanding environment
- Strong organisational skills
- Attention to detail
- Confident user of IT systems
- Ability to use own initiative
- Ability to work as part of a team

**To Apply
**Please send a **covering letter** together with a copy of your **CV in MS Word

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