Administrator/Vet Nurse Assistant

Totally Vets Limited; Aorangi; On-site; NZD 52,000 - 66,000; Full time

Benefits offered by this job

Team environment

Specialist support

Learning opportunities

Employee benefits

Modern workplace

Job summary

Totally Vets in Feilding is seeking an organised and customer-focused Administrator/Vet Nurse Assistant to join our Companion Animal Referral team. You will coordinate referrals, schedule appointments, manage records and provide excellent client service throughout the patient journey.

Working closely with our Veterinarian team, you’ll handle referrals, maintain diaries, and support the ongoing administration and growth of the referral service in a modern, collaborative environment.

Qualifications

• Experience in veterinary, medical or specialist administration preferred.
• Ability to manage complex diaries and appointment scheduling.
• High level of accuracy and attention to detail.
• Strong customer service with professional and empathetic approach.
• Capable of prioritising competing demands in a fast-paced environment.

Responsibilities

• Act as first point of contact for clients and referring clinics.
• Manage incoming calls, emails and enquiries related to referral services.
• Process referrals and maintain accurate records.
• Coordinate referral documentation, diagnostic results and patient histories.
• Manage the Veterinarian's diary including consultations and procedures.
• Coordinate urgent referrals, waiting lists and appointment changes.
• Send confirmations, estimates, reminders and pre-procedure instructions.
• Prepare invoices, treatment estimates and insurance documentation.
• Prepare referral correspondence and discharge documents for vet review.
• Follow up on diagnostic results and recheck appointments.
• Maintain accurate patient and client records; support service growth.
• Vet nurse assistant duties may include walking patients, cleaning kits and theatre.

Skills

Organisational skills

Time management

Communication skills

Customer service

Independent worker

Team collaboration

Computer literacy

Tools

Practice management software

Job description

Feilding - Companion Animal Referral Services

Our Business

Totally Vets is a dynamic veterinary company providing services and products across the Manawatu, Horowhenua, Tararua and Taumarunui regions for companion animals, equine, and production animals.

Our business thrives on talented people providing superior care and advice for the health, wellbeing and performance of animals. We are committed to achieving our mission of Healthy Animals, Healthy People, Healthy Communities. When you join us, you become part of that effort.

We are constantly improving through learning and innovation. Sharing what we know helps us work better together, while earning the trust of our customers enables us to care for animals and our communities.

The Role

We have an exciting opportunity for an organised and customer-focused Administrator/Vet Nurse Assistant to join our growing Companion Animal Referral team based in Feilding.

This role is integral to the success of our specialist service and serves as the primary point of contact for clients and referring veterinary clinics. You will coordinate all administrative aspects of the specialist caseload, ensuring a seamless experience for clients, patients, referring veterinarians and our specialist team.

Working closely with our Veterinarian team, you will manage referrals, coordinate appointments and procedures, maintain accurate records, and provide exceptional client service throughout the patient journey.

We are a client-centric business and place our customers and patients at the heart of everything we do. You'll be part of a supportive and passionate team, working in a modern referral environment with opportunities to develop your skills and knowledge.

Responsibilities Include:

• Acting as the first point of contact for clients and referring veterinary clinics
• Managing incoming phone calls, emails and enquiries relating to the referral services
• Processing referrals and maintaining accurate referral records
• Obtaining and coordinating referral documentation, diagnostic results and patient histories
• Managing the Veterinarian's diary, including consultations, procedures, surgeries and follow-up appointments
• Coordinating urgent referrals, waiting lists and appointment changes
• Sending appointment confirmations, estimates, reminders and pre-procedure instructions
• Preparing invoices, treatment estimates and supporting insurance claim documentation
• Preparing referral correspondence, reports and discharge documentation for veterinarian review
• Following up on diagnostic results, treatment plans and recheck appointments as directed
• Maintaining accurate patient and client records
• Supporting the ongoing administration and growth of the referral service
• Vet Nurse assistant duties may be required depending on successful candidate and could include walking patients, cleaning surgical kits, cleaning theatre and doing laundry.

We Are Looking For Someone Who Has:

• Exceptional organisational and time management skills
• Outstanding written and verbal communication abilities
• Previous experience in veterinary, medical or specialist administration (preferred)
• Experience managing complex diaries and appointment scheduling
• A high level of accuracy and attention to detail
• Strong customer service skills with a professional and empathetic approach
• The ability to prioritise competing demands in a fast-paced environment
• Confidence working independently while contributing positively to a team
• Good computer literacy and experience with practice management systems
• Experience in a vet nurse role or similar would be advantageous but not essential

What We Offer

• A supportive and collaborative team environment
• The opportunity to work alongside specialist clinicians and referral services
• Ongoing learning and development opportunities
• Employee benefits and wellbeing initiatives
• A modern workplace committed to excellence in patient and client care

This is a full-time position based in our Feilding clinic.

This role is only open to candidates who are currently eligible to work in New Zealand. Evidence of work eligibility will be required.

Erin Wasley
HR Manager
[e-mail]