Ridings Equine Vets are searching for a Part time Reception Administrator to join our Practice based in Lumby, South Milford.
About Us
Ridings Equine Vets is an equine only veterinary practice based in Yorkshire. We aim to deliver exceptional client care to horse owners in our area both at their own yards and at our practice base. We have 7 equine vets that provide a service 24/7 including routine work, dentistry, lameness investigations, stud work, gastroscopy and much more. With in-patient facilities we are well equipped for horses to come to us for investigations, but all our equipment is also fully mobile for our ambulatory service.
The practice is well established since 2013. All the team love horses and strive to be the best we can possibly be by aiming for exceptional service, being caring and compassionate and working together as a team.
The Role
We are searching for a highly motivated and enthusiastic individual to join our friendly team as a Veterinary Receptionist/Administrator working in our fast paced office environment to help facilitate the smooth running of the reception and deliver high levels of client care.
Within this role, you will be the first point of contact for the majority of our lovely clients, exceptional customer service skills are essential as we aim to deliver the highest standards of care to our clients and their horses. You will be responsible for responding to all client queries via telephone, text/WhatsApp, email and social media and effectively managing the practice diary. Whether it be booking an appointment, arranging medication, dealing with an emergency situation or queries relating to invoices and payments. This is a varied role where you will need to be adept at responding appropriately to a range of client emotions from grief or worry to frustration.
As part of the office team you will also be responsible for some general administration duties including but not limited to invoicing, debt control, allocation of payments, preparation of prescriptions and arranging/updating client Health Plans.
You will work closely with the Office Manager and Vets in order to help us ensure our practice is operating efficiently and we are achieving our objective of delivering exceptional veterinary and client care. You will be able to work under your own initiative and capable of meeting deadlines as well as being part of a friendly supportive team.
Job Responsibilities include:
Reception Duties-
Answering the telephone and dealing with all customer enquiries
Dealing with Emergency Calls as per the company protocol
Monitoring and responding to emails, WhatApp/text messages and social media
Diary Management – booking appointments ensuring maximum efficiency and minimum travel time. Organising zone days and yard visits. Sending appointment reminder texts daily.
Registering new clients and arranging welcome packs
Following up on vaccine reminders and missed reminders
Liaise with the Vets regularly regarding appointments and client queries
Processing payments, allocating and updating client accounts
Generating prescriptions and preparing medication for clients
Uploading documents to client accounts including Dental Charts, Sarcoid Protocols and Lab reports
Liaising with outside agencies and consultants – i.e. Dental specialists, labs and equine hospitals.
Arranging sympathy cards for clients following euthanasia
Monitoring Client Feedback via I-recall and following up both positive and negative
Recording and dealing with client complaints as per the company policy
Preparing monthly reports for the Office Manager
General Administration
Collection of overdue debts by telephone, email and letter
Generating and sending customer invoices
Allocating BACS payments to client accounts
Monitoring the stock levels of stationary and re ordering when required
Weekly banking of cash and cheques when required
Doing the daily post office run when required
Keeping department Protocols up to date, general typing up of documents/letters and filing
Scribe and produce meeting minutes and oversee actions
Assisting the Clinical Director and Office Manager when required
This post requires previous customer service experience and to be an individual with great communication skills and very high attention to detail. You will have well developed rapport building and empathy skills and be able to demonstrate an ability to successfully communicate both verbally and in writing. There will be an element of debt management therefore you must be comfortable calling clients to recover outstanding debts. Knowledge of horse care is preferred but not essential for quick learners.
Part Time 5 mornings per week Mon-Fri 8.30am-1.30pm with the addition of 1:4-6 Saturday mornings 9am-12pm on a rota basis.
Annual Salary £26,500 - £27,040 Pro-rata'd for part time hours
Requirements for the role
Previous experience in customer service
GCSE Maths and English Grade C equivalent or above
Proficient IT skills including Microsoft word and excel
UK driving licence and own car which you may be required to use for work purposes from time to time.
How to apply
Please email CV and Covering Letter clearly evidencing your skills and experience against the above job description and specifications to karen@ridingsequinevets.co.uk. We will not be able to progress your application without a covering letter. Only candidates that meet the requirements for the role will be considered for this position, the deadline for applications is 12pm on Friday 20th March 2026.
To enquire informally, please call Karen on 07747771182.
We regret that due to the high volume of applications we may not be unable to acknowledge every application personally. Please bear in mind that if you are selected for interview, we will contact you within 7 days of the closing date.
