Clinic Secretary

Clinic Secretaries (with Encoder and Client Relations Functions) Reports To: Clinic Manager / Operations Executive / Chief Veterinarian Department: Administrative Support Employment Type: Full-time Work Location: Veterinary Clinic I. General Job Summary The Clinic Secretary is responsible for providing administrative, clerical, and data encoding support to ensure the efficient operation of the veterinary clinic. This role also includes front desk and client service functions, such as handling inquiries, managing appointments, and maintaining positive client relationships. The secretary ensures the accurate recording of patient and transaction data while maintaining the professional image of the clinic. II. Key Duties and Responsibilities A. Secretarial and Administrative Functions 1. Clerical Support

Manage incoming and outgoing communications (calls, emails, messages).

Draft letters, memos, reports, and simple clinic forms as needed.

File and organize paper and digital records (patient files, receipts, schedules, etc.). 2. Executive Assistance

Assist the clinic manager or veterinarian with schedules and meeting preparations.

Prepare meeting minutes, reminders, and internal memos when required. 3. Supplies Monitoring Track stock levels of office and clinic supplies and assist in purchase requests. B. Encoder Functions 1. Patient and Client Data Entry Encode accurate patient information, treatment history, laboratory results, and medication records into the clinic’s database or management software. 2. Sales and Transaction Logging

Encode and update daily sales, inventory transactions, and service records.

Assist with data reconciliation for inventory and financial reports. 3. Documentation Accuracy

Ensure completeness and correctness of all records, forms, and digital entries.

Assist in the backup and safekeeping of digital clinic data. C. Client Relations and Front Desk Duties 1. Reception and Customer Service

Greet and assist walk-in clients in a friendly and professional manner.

Provide initial information about clinic services, schedules, and protocols. 2. Appointment Management

Schedule, confirm, and update client appointments using manual logs or booking software.

Coordinate reminders for upcoming visits and follow-up care. 3. Customer Interaction and Follow-up

Answer inquiries on clinic services, products, and basic animal care instructions (under guidance).

Log and communicate client feedback, concerns, or complaints to the clinic manager. 4. Client Records Maintain updated and organized client and patient profiles, including vaccination and medical history.

Job Type: Full-time