Divisional Support Administrator

The Opportunity

Do you have administration experience, with great organisation skills and a good eye for scheduling?

Medivet is growing and we have an exciting opportunity to join our team providing crucial support to our Regional Operation Directors.

This role will support our Regions in and around different Divisions across the UK. You will be homebased but some hybrid working may be necessary.

This is a fast paced role supporting our Regional Clinical teams, as well as providing crucial support to our Regional Operations Directors. This role will have an element of on- call and weekend support to cover sickness, this is in a rotation with your peers.

Key Benefits

• Health cash plan (covering dental, physio and optical services) with 24/7 Private GP
• Life Assurance 3 x salary.
• 33 days’ annual leave (including Bank Holidays) rising to 38 with length of service.
• An additional ‘Day for You’, a paid day’s leave for you to use as you wish.
• Access to 24-hour counselling by phone or in person should you feel you need support.
• Internal CPD and access to Clinical Communities.
• Funded certificate opportunities.
• Pension scheme.
• Cycle to Work scheme.
• Discounts on Medivet products and services for your pets.

Role Accountabilities

• Responsible for rota writing and publishing. Including building base rota, as well as the day-to-day management of the rota, either on excel or within the Quinyx system.
• Publishing gaps within the rota to Internal colleagues and External locums.
• Responsible for ensuring that all Locum bookings are processed accurately, ensuring the locum requirement and reason for booking are approved and logged, including IR35 evaluation.
• Taking sick calls for the Region daily, logging sickness on Quinyx, informing the ROD and finding cover for shifts if required.
• Responsible for absence management, sharing information with ROD to ensure absence policy triggers are followed, this may include RTW documentation.
• Travel to practices/meetings when required.
• Support and manage the annual leave booking process and the Regions bank holiday rota.
• Ensuring that all Time and Attendance reports are uploaded to enable payroll for processing on a monthly basis.
• Support with CPD requests.
• Work with ROD to ensure all Starters/Leavers are on Quinyx.
• Responsible for answering day-to-day queries via phone or email linked to Quinyx or the rotas.
• Support the Region with weekend and OOH on-call rotas.
• Creation and maintenance of regional information sheets to assist with backfill/cover sequence.
• Supporting and Training for newly recruited DSA.
• Working with DSM and DSA to ensure a uniformed approach across the estate, sharing best practise and support with absent DSA, and DSA vacancies.

Your Skills and Experience

• An organiser extraordinaire. Extremely efficient, proactive and with a clear sense of priorities
• Must be intuitive, responsive and have a keen eye for detail.
• Must deliver duties with great care, diligence and with confidentiality.
• Deliver excellent service, remain professional and be solution focussed.
• Must take pride in the work you deliver and enjoy working with others.
• Must be good at influencing and persuading.
• Good at building working relationship with internal and external partners.
• Proficient in all Microsoft products, especially Excel.
• A strong communicator who demonstrates strong influencing skills.
• Excellent organisational skills – a planner who can ensure deliver within tight timescales.
• Team player, working collaboratively with ROD and the other Divisional Support Administrators.
• Previous experience of rota management systems would be an advantage.
• Previous administration experience, ideally gained within a multi-site environment.
• Able to work well under pressure and to tight deadlines.
• Full UK Driving Licence would be advantageous.

About Us

Medivet is a leading veterinary care provider, with practices across the UK including a number of 24-hour veterinary centres and referral centres. We also have a growing presence overseas with practices in France, Germany and Spain.

We’re proud to support a large, connected and growing community of colleagues who provide exceptional care that’s always there. That’s more than a strapline for us, we truly believe every interaction we have matters and that we can make a real difference. This is as true for our colleagues as it is for our patients and clients. Being part of Medivet means being part of a forward-thinking and caring environment with the very best equipment and treatment options available, and the very best treatment for you as a valued member of the team.

This is the home of talented people like you who want to stand out in their field and whose compassion for animals goes way beyond their job. Join us and be part of our exciting plans for the future.