Job Description

Harbour Veterinary Clinic -- Victoria, BC

Operated by the Itty Bitty Kitty Committee (IBKC), a nonprofit animal rescue

About Us

Harbour Veterinary Clinic is a nonprofit, community clinic run by IBKC. We provide accessible veterinary care while also supporting on-site rescue work. It's busy, mission-driven, and people-first--especially at the front desk, where great care begins.

The Role (Reception first, team support as needed)

We're hiring a

Full-Time Veterinary Receptionist

who thrives in a fast, client-facing role. You'll be the voice on the phone, the calm at check-in, and the closer at checkout--coordinating a full schedule while keeping communication clear, kind, and organized. When the lobby quiets, you'll help with light admin or jump in with simple tasks that support the team culture.

What You'll Do

Front Desk & Phones (primary)

Answer multi-line phones; book, confirm, and optimize appointments. Greet clients, check-in/out, process payments, and review estimates/consents. Triage calls with good judgment; route appropriately to DVM/RVT/VA. Coordinate prescription refills and food orders; manage reminders and follow-ups. Keep the lobby welcoming and efficient during peak times.

Client Communication

Deliver clear, compassionate updates on timelines, costs, and next steps. Document accurately in the medical record; send discharge instructions and receipts. Support insurance forms, email/text communication, and records requests.

Admin & Team Support (as needed)

Maintain front-of-house supply levels, cashout, end-of-day reports. Light help for our rescue cats/kittens if needed (quick refresh, tidy, sanitize). Uphold fear-aware, low-stress principles across the client journey.
You Are

Organized under pressure:

Full phone queue, walk-ins, shifting priorities--still calm and precise.

Client-kind:

You can translate medical info into plain language and de-escalate with empathy.

Detail-driven:

Accurate scheduling, careful billing, clean records.

Team-reliable:

Punctual, steady energy, collaborative in a small, high-impact clinic.

Mission-aligned:

You care about access to care and animal rescue work.
Must-Have Experience

1+ year in a

veterinary reception

role (GP, ER, or shelter clinic) or equivalent medical front desk. Confident with multi-line phones, scheduling, estimates, and payment workflows. Solid computer literacy; accurate data entry and email etiquette.
Nice to Have

DaySmart Vet (or similar PIMS) experience. Familiarity with pet insurance, pre-auths/claims, and pharmacy requests. Cat-handling comfort (we see lots of them) and fear-free mindset. Shelter medicine or high-volume clinic exposure.
Schedule & Compensation

Default Schedule:

Wednesday-Saturday

, ~10-hour shifts ?

consistent 3-day weekends (Sun-Tue)

.

Flexibility:

Open to alternate 4x10 blocks (e.g., Sun-Wed) based on clinic needs and coverage.

Compensation:

$23-$25/hour

, commensurate with experience.

Benefits:

Paid time off, RRSP matching, extended health, staff store discount, discounted services for employee pets, on-site parking, wellness program.
Shortlisted applicants will be invited to a working interview.

Job Types: Full-time, Permanent

Pay: $23.00-$25.00 per hour

Expected hours: 40 per week

Application question(s):

Tell us about your experiences with animal rescue or other volunteer/community work. What role did you play, what did you enjoy most, and what challenges did you notice? If you haven't volunteered formally, share how you've given back to your community in other ways and why that's important to you.

Please do not skip this question, we are looking for team members who believe in giving back as much as we do

Work Location: In person