An exciting opportunity has arisen for a Veterinary Practice Manager to join a busy team in Carndonagh Veterinary Practice in Co Donegal. This is a full-time position.
The successful candidate will oversee and develop the work of a veterinary practice.
The role involves running the practice in a way that ensures a caring and professional service is provided for clients and patients, while also strategising ways that the business can grow, develop and become more involved with the local community.
Main Duties and responsibilities:
The following is a list of essential job requirements. This list may be revised at any time and additional duties not listed here may be assigned as needed. Job Functions and Job Responsibilities include overseeing that the following occur within the veterinary practice:
Staff Management:
- Attract and hire talented staff members, ensuring appropriate references are obtained.
- Conduct regular performance and salary reviews and handle any necessary disciplinary actions or terminations with professionalism.
- Foster a culture of continuous learning by organizing training sessions, educational programs, and professional development opportunities for staff.
- Efficiently manage staff schedules to ensure optimal coverage and productivity.
- Clearly define and assign job responsibilities to each team member, promoting clarity and accountability.
- Provide effective supervision and support to staff, ensuring high standards of performance.
- Enforce employee policies consistently and fairly, maintaining a positive work environment.
- Cultivate a positive workplace culture through effective communication and relationship-building with employees.
- Organize and lead regular staff meetings to ensure open communication and team cohesion.
- Continuously monitor and assess employee competence and effectiveness, providing feedback and support as needed.
- Inspire and motivate staff to achieve their best performance and contribute to a collaborative and enthusiastic work environment.
Client Management:
- Ensure all staff are thoroughly trained according to practice standards and confirm that these standards are consistently understood and practiced by everyone.
- Ensure clients and patients are seen and treated in a professional, timely, and competent manner by effectively overseeing the client flow process.
- Take responsibility for the administration and review of non-medical client complaints, ensuring prompt and satisfactory resolution.
- Supervise the callback system, including managing overdue reminder calls to maintain effective client communication.
- Oversee debtor management processes to ensure timely and efficient collection of outstanding payments.
- Supervise all billing activities, including the calculation of discounts and management of special accounts, to ensure accuracy and customer satisfaction.
Office Management:
- Modify and update systems and procedures wherever needed to better serve clients, patients, the practice and employees (i.e., modify schedules for the most productive use of time).
- Confirm / monitor receipt of all supplies, mark invoices and packing slips received and provide to owner.
- Ensure that the OSHA and Safety program and procedures are being continuously monitored, updated and reported so the practice is in safety compliance.
Production Management:
- Meet with the Practice Owner regularly to discuss, evaluate and plan for the welfare of the practice.
- Ensure the effectiveness and innovation of both internal and external marketing events.
Records Management:
- Oversee that records are kept up to date. This includes client records with correct names, addresses, pets, charges, medical history, vaccine status, medications administered, laboratory reports, etc.
- Ensure that system for authorization of forms for boarding, grooming, surgery, laboratory, x-ray, euthanasia, etc., callbacks, client cards and filing is in place and all receptionists are in compliance.
- Responsible for follow-up and corrections on reminder cards, statements and any other returned mailings.
Financial Management:
- Monitor the cost of purchasing so the practice operates within budget.
- Monitor staff scheduling so the practice operates within budget.
- Monitor and approve all expenditures within guidelines.
- Oversee petty cash control and all other accounting functions established.
- Review accounts receivable and accounts payable to confirm proper and timely process.
- Either directly prepares or supervises the preparation of all business accounting reports and transactions. Audits both the preparer and the practice personnel performance to assure that proper methods and techniques are being used.
- Regularly collaborate with staff to review suppliers to ensure optimal prices are obtained.
Marketing Management:
- Works with Practice owner to create marketing strategy, assesses success of all current marketing initiatives
- Works closely with the staff to implement marketing initiatives, utilizing training, motivation, and incentives.
Facility Maintenance:
- Oversee the maintenance/housekeeping of the practice for orderliness and cleanliness of both the inside and outside of the building.
Communication:
- Read and respond to all communication in a timely manner.
- Ensure that policies, guidelines and recommendations are quickly communicated to staff and adequate training follows.
- Plan practice management meetings with Practice Owner.
- Organize monthly staff meeting agenda in conjunction with practice management team.
Key Skills / Attributes:
- Business Studies Degree or other relevant qualification.
- Budget management experience.
- Minimum of three years’ experience in a similar environment and role.
- Customer, people and results centric.
- Works logically and systematically to solve problems, make decisions and think laterally and flexibly with the ability to manage sustainable change.
- Commercially astute, analytical with a high degree of numeracy.
- IT literate and able to leverage software and hardware platforms to advantage.
- Strong interpersonal skills and the ability to work well as part of a team, as well as manage people; excellent communication skills, both verbal and written.
- Maintains a positive attitude to continued learning and growth
Remuneration:
- Salary negotiable dependant on experience and qualifications.
- An interesting managerial role with ongoing support, training and development.
- Long established team working with the local community for many years.
If you feel you have the necessary talent, skills, experience and attitude to be successful in the role, then we would encourage you to apply by sending a covering letter stating the role applying for and CV to recruitment@inishowencoop.com. Closing date for receipt of applications will be Wednesday 17th July 2024.
Carndonagh Veterinary Practice is an equal opportunities Employer.
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