Job Description

The Veterinary Teaching Hospital at the Atlantic Veterinary College is seeking applicants to fill a Client Services Representative part-time term position.The Veterinary Teaching Hospital is staffed by client services representatives seven days a week, between the hours of 8:00am and 11:00pm. We are currently in need of a Client Services Representative to work Saturdays 4:00pm-10:00pm and Sundays 5:00pm-11:00pm for a term position, with the possibility for extension.The Client Services Representatives working on the weekends are responsible for answering phone calls (many of which will be of an urgent/emergent nature for a primary emergency service) and triaging those phone calls appropriately to the staff working in the hospital. They are also responsible for other reception duties including, but not limited to, greeting clients, receiving patients, many of which may be unstable, and for collecting deposits and payments for procedures performed.This term position would start as soon as possible to April 30, 2025, with the possibility for extension.RESPONSIBILITIES:

• Process routine scheduled and emergency hospital admissions
• Schedule appointments and relay all necessary information to clients regarding their animal\'s expected visit to the VTH
• Process emergency referral requests and gather all necessary referral documentation via phone, in-person, and email
• Answer, triage, and direct routine and emergency calls appropriately and efficiently that come in through the main VTH phone lines
• As a primary point of contact connecting clients and hospital services, use initiative to identify and support client needs to provide an exceptional client experience
• Interact professionally with, and facilitate communication between, clients, referring veterinarians, students, and hospital staff
• Generate invoices and process payments, including third party financing and insurance providers
• Maintain detailed electronic medical records in a veterinary emergency and specialty referral setting to ensure accurate communication logs and billing processes
• Maintain calm, compassionate and professional interactions with clients and colleagues during emotional/stressful situations
• Maintain client financial accounts within the confines of hospital financial policies
• Assist in setting up external financing for clients as needed
• Assist with processing pet insurance claims in a timely manner
• May be required to work a rotating shift at times.
• Shifts include being scheduled on stat holidays and during university closures, with remuneration in accordance with CUPE 1870
• Must have proven ability to work independently under pressure and have an ability to diffuse conflict and confrontational situations
• Must have proven reliability as responsibilities include times of working alone as the primary client service representative for the hospital for both routine and emergency cases

QUALIFICATIONS:

• Grade 12 graduation with completion of a recognized post-secondary program in a related area or an equivalent combination of education and work experience in a veterinary emergency and/or referral setting is required
• A minimum of two (2) years relevant work experience, or an equivalent combination of training / experience in a high-volume, client-facing customer service role
• Excellent communication and interpersonal skills
• Business / accounting / cash handling experience in a veterinary hospital setting
• Strong computer and word processing abilities
• Demonstrated abilities in customer service and reception skills in a veterinary setting
• Ability to remain calm and professional while helping clients through emotional interactions
• Veterinary medical terminology diploma or equivalent veterinary clinical experience is preferred
• Experience using group text messaging software in a professional and educational setting is an asset
• Experience using electronic medical records and scheduling software is required with preference given to those with experience using RxWorks and Smartflow
• Preference given to candidates with experience in veterinary hospital reception, especially in an emergency and/or referral hospital setting, and in an academic institution

Application Instructions:Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link below.If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, . Applications will not be accepted via email.Only those applicants who are invited to an interview will be acknowledged.Note that this site is not compatible with some mobile browsers (e.g. iPad, iPhone). Upon successful submission of your application, you will receive an auto-reply to your email address advising your application has been received. If you do not receive an email, please check your spam folder and/or try submitting your application via a different web browser (Google Chrome, Firefox, etc).

University of Prince Edward Island