Assistant to the Regional Manager – Northolt, West London

Administrative and Clerical Duties

  • Provide typographical and clerical support to the Regional Manager (RM) & Hospital Manager/Regional Head Vet (HM/RHV)
  • Attend and take minutes at MVH Management Meetings, MVH Vets Meetings, Regional Vets Meetings, and other meetings as required by the Regional Manager, ensuring these minutes are typed and distributed expediently
  • Complete audio typing of minutes from the Weekly Management Meeting and Regional Vets Meetings
  • Produce regular reports as required by the Regional Manager – currently comprising of weekly banking tracker (till overs/shorts), monthly number of dentals, CTs, and endoscopic procedures
  • To liaise with the Maintenance team on jobs and assist with ordering materials as required. Contact nominated external service contractors as necessary
  • Maintain an efficient paper and electronic filing system
  • Assist with booking all CPD requests for West Region and MVH colleagues, ensuring expenditure amounts are recorded and monitored
  • Monitor the West Region & MVH “Meet the Team” pages on the GVG website and keep Marketing Department updated with photos & bios for all new staff
  • Update Regional Manager’s diary with all branch vet and MVH management annual leave and CPD dates
  • Order staff uniforms and name badges for all Mandeville Region staff. Maintain the uniform stock holding to ensure good turnover of uniform and prevent overstocks
  • Send completed accident report forms through to Head Office
  • Support RM/HM in maintaining an up to date intranet and publish articles as required
  • Monitoring branch compliance to management requests and daily operations
  • Liaise with Locum Co-ordinator in regard to coverage issues and assist with support as necessary.

Feedback Administration

  • Provide Support to Goddard Veterinary Group management team on logging complaints and updating progress to resolution on Monday.com, acknowledging complaints with clients, and sending responses following an investigation by the relevant manager
  • Requesting reports from vets and colleagues as directed by RM/HM (West Region and MVH only)
  • Any other activity involved with assisting with complaint investigation and resolution as directed by RM/HM (West Region and MVH only)

Financial

  • Responsible for collating the Specialists invoices (currently Sally Turner and Andrew Holloway) forwarding these on to the Accounts Department for payment
  • Invoice approval
  • Assisting RM with the collation of monthly payroll for West Region and MVH
  • Petplan vouchers – monitoring and ordering
  • Prepare Quarterly Powerpoint presentations for West Region Branches and MVH from GVG Scorecard on MS Power Bi
  • Another other ad hoc analysis as requested by RM/HM and to be able to comment on trends or other observations from the analysis to aid a swift analysis for management.

Marketing

  • Identify suitable events local to our practices where it is possible for GVG to have a presence and be responsible for organising our attendance. Including the annual Dogs Trust Open Day and Feast of St Peter
  • Assist in the development, implementation, and monitoring of local marketing campaigns as requested and by liaising with Marketing Department.

HR Support

  • Arranging vet interviews for the RM/HM
  • Compile a central database for all suitable/unsuitable vet applications
  • Receive, process, and regret as appropriate to all vet CVs received
  • To update Recruitment Manager with vacancies in West Region and MVH
  • Process new starter and Leaver notification forms via People HR for new Branch and Hospital colleagues and liaise with HR Manager
  • Assist the RM in organising PDP appraisals for the vets & Support Staff in the West Region.

Management Support

  • Coordinate the RM/HM & Hospital Head Vet’s diaries, organising meetings and branch visits according to priority.
  • Organise CPD events in conjunction with the HM(RHV), including the booking of venue and speakers, finding sponsorship, organising catering according to set budgets, inviting and tracking RSVPs for internal and where appropriate external attendees, the printing of lectures notes, design and printing of CPD certificates.
  • Analyse and report back to the Regional Manager on results from client care surveys and questionnaires.
  • Assist with any other tasks as reasonably requested by the Regional Manager.