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Office and Sales Secretary

4 months ago

Newmarket, United Kingdom Rossdales Ltd Full time

Rossdales Veterinary Surgeons is seeking to appoint an office and sales secretary to join our Newmarket secretarial team, based at our Equine Practice in the centre of Newmarket.

Previous secretarial experience and good working knowledge of the Thoroughbred industry is essential.

The main aspects of this role include (but are not limited to):
**Secretary**:

- Typing up vets’ bookings for transfer to the accounts department.
- Dealing with insurance claim forms, assisting clients where necessary, processing and following up queries relating to claims.
- Booking vets’ visits; leaving messages for vets to contact clients or to visit; relaying requests for visits to vets; following up to ensure messages have been dealt with.
- Dealing with and responding to client queries in a positive and helpful manner, relaying detailed information on to the appropriate recipient.
- Ensuring appointment diary is kept up to date.
- Updating passports, checking vaccine details and previous dates to ensure guidance/rules of governing authority are adhered to. Contacting clients if errors or omissions are found.
- Typing clinical reports and general correspondence.
- Proof reading clinical reports - checking accuracy and grammar.
- Maintaining client records using the practice management software, to ensure:

- Accurate records are kept and uploaded onto patient history/client account
- Images and reports are prepared and signed where necessary
- Reports are sent to the appropriate recipient
- Dealing with routine internal queries from colleagues and effectively responding ensuring that matters are resolved and tasks completed in a timely manner, or alerting the Director in charge of the office if not able to resolve or are not routine.
- Office administration, including assisting with stationery orders and restocking, photocopier maintenance and related ordering etc.
- General housekeeping including keeping your own personal workspace and communal areas clean and tidy, keeping kitchen clean and stocked.
- Arranging equipment repairs, orders and maintenance when required.
- Assisting with any vet tech responsibilities as appropriate. This might require handling horses on an infrequent basis.
- Any other duties reasonably requested by the Practice.

**Sales Support**
- Supporting the sales team in liaising with vendors to ensure that pre sales testing is carried out and that pre and post sales documentation is prepared and uploaded or provided to the correct person(s).
- Supporting and covering the sales office during Newmarket horse sales along with remote sales support (for sales away from Newmarket) providing client services, including taking requests from clients for veterinary inspections, radiographs, scopes and other examinations, providing vets with worklists, reporting those examinations in a timely manner and booking the work to the correct client(s).
- Ensuring that sales staff and / or equipment are available for duties - such as radioagraphy and wind testing etc, during the sales period.

We offer an excellent benefits package including:

- Enhanced holiday
- Opportunity to buy and sell holiday
- Employee Assistance Programme (EAP)
- Life Assurance
- Enhanced family schemes, including maternity and paternity leave
- Employee Discount Scheme
- Health Shield
- Workplace Pension Scheme
- Employee Activities / Events

**Job Types**: Full-time, Permanent

**Salary**: £21,900.00-£29,500.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Employee discount
- Free parking
- Life insurance
- On-site parking
- Private dental insurance
- Private medical insurance
- Sick pay
- Wellness programme

Schedule:

- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
- Overtime
- Weekend availability

Ability to commute/relocate:

- Newmarket: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- Secretarial: 2 years (required)

Work Location: In person

Application deadline: 23/05/2023
Reference ID: Sales Secretary