Practice Administrator – Ballinger Equine Ltd, Halls Green, Hitchin, Herts

Location: Registered Practice Office, Halls Green, Hitchin Hours: Full-time, 0830hrs to 1700hrs Monday to Friday
Reports to: Managing Director
Annual salary: Up to £28,000.00 per annum dependent upon qualifications and experience

This is a permanent, full-time appointment.
The role is office-based within a team and ineligible for remote or flexible working.

The Company

Ballinger Equine Limited is a leading, award-winning first opinion ambulatory equine veterinary practice. Clinical excellence, integrity, horse welfare and client service are at the heart of what we do. We are a an independent practice and operate our own out-of-hours 24/7, 365 emergency service, both features being particularly attractive to professional competition riders, racing and eventing yards. Our independence affords us agility and adaptability with a streamlined decision-making hierarchy. The practice boasts a wide range of the very latest diagnostic imaging equipment, the best surgical and dentistry kit and an all-new 4×4 customised vehicle fleet. IT infrastructure and tech systems support is first class. Eschewing buying groups or cooperatives, we negotiate our own class-leading veterinary surgical and pharmaceutical supply agreements directly with manufacturers.

We operate from modern offices in a tranquil rural setting. Due to continued year-on-year growth, the company plans to relocate within the local area to new, specially designed and built premises in 2022/3. The current offices are not served by public transport.
The focus of the practice is clinical, client service and business practice excellence. Our veterinary medicine is science and evidence led and the practice business is data-driven. We are regularly sought out for second opinions and we conduct pre-purchase examinations throughout the UK and continental Europe. Dr Ballinger also consults for the equine insurance industry on claim investigations/reviews.
Ballinger Equine actively supports grass roots equestrianism, encouraging inclusivity and accessibility. Charitable support is provided to the RDA and East Anglia Air Ambulance.

The practice provides equine veterinary and performance management services to a wide range of clients across professional competition and race yards, showing yards, top international athletes, privately owned pleasure and leisure horses and ponies, riding schools, RDA facilities and retired family-best-friends.

The appointment of an additional Practice Administrator offers an exciting opportunity for the right candidate to play a central role at a key moment in the development of the business.


Applications are welcomed from those who proactively support our core values and who can demonstrate their understanding of what it takes to deliver equine veterinary excellence 24/7. Successful candidates will display an outstanding work ethic and enjoy being a flexible and productive team member.

Whilst experience obtained from within the veterinary sector is certainly not a prerequisite, some professional services or customer service experience probably is.

This position is a super opportunity for a positive, adaptable, enthusiastic self-starter who enjoys playing a proactive role within a committed, energetic and happy team. The principal mission of the new role is providing effective support for the clinical director. The post features close liaison with Dr Ballinger particularly with regard to the efficient scheduling of patient consultations, reporting of laboratory test results, updating of clinical records and the accuracy of clinical notes within client billing.

Literacy and numeracy will be to a very high standard. Data analysis, reporting and forecasting and the preparation and presentation of management information and KPIs will feature as part of the role.

The highest standard of personal presentation is required at all times. Aptitude, an excellent telephone manner and first-class written, verbal and interpersonal communication skills are all non-negotiable. The position requires frequent contact with clients, the Ballinger Equine clinical team and professional and administrative colleagues within the sector.

Accuracy and attention to detail are paramount as is strict adherence to GDPR, client confidentiality and data security.

An appreciation of marketing, reputation management, the importance of public perception and the role played by social media is important.

The ability to instinctively and continuously scan the horizon for issues and challenges is essential. Recognising potential opportunities and identifying and implementing solutions to problems before they arise requires mental agility. Retaining and intelligently linking information and anticipating client and clinical team requirements are all part of the job.

Essential requirements also include excellent organisational skills, an appreciation of credit control, client accounts management and advanced working knowledge of MS Office software, particularly MS Excel. Applicants should have an understanding, familiarity with, horses, ponies, equestrian and countryside sports.

Responsibilities of the role include:
• Management of the clinical director’s appointments
• Assisting with the clinical director’s correspondence
• Handling telephone and email enquiries for the clinical director
• Liaison with other veterinary practices, hospitals and laboratories.
• Registering new clients
• Adherence to a structured credit control system
• Assisting with the efficient handling of all client enquiries throughout the day
• Working with the admin team to manage fast-changing logistics and efficient routing of veterinary surgeons’ schedules in real time
• Ensuring data entered on the Practice Management System is accurate and complete
• Supporting the management of client insurance claims
• Supporting the veterinary surgeons with information whilst they are out on visits
• Attending and participating in staff and management meetings
• Undertaking staff training as required
• Performing additional tasks as required by the Managing Director

• Ensuring GDPR and data security/protection compliance at all times

Advice or information that may be perceived to be veterinary advice is not to be given to anybody at any time. Occasional evening working is required to support client PR events and clinics (currently suspended due to COVID-19).
This is an office based, administrative role and there is no patient contact.

Remuneration & Benefits
• Discount scheme for veterinary treatment of staff-owned horses and ponies*
• Financial support for appropriate CPD.*
• Smart uniform provided.
• Free secure, on-site parking.
• Friendly, happy, highly respected, mutually supportive, professional colleagues.
• Workplace pension scheme.
• 20 days paid annual leave plus bank holidays.

*subject to satisfactory completion of a probationary period.

To apply or for more information, please contact Kat on 07894685411 via WhatsApp, Messenger, Text message or call and leave a voicemail.

Deadline: 30 April 2022

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