Position Summary

The Office Manager plays a crucial role in ensuring the smooth and efficient day-to-day operations of the office. This position is responsible for a wide range of administrative, operational, and facilities-related tasks, contributing to a positive and productive work environment for all employees. The Office Manager is proactive, highly organised, and possesses excellent administration, communication and problem-solving skills.

Key Responsibilities

Office Administration

Oversee and manage general office operations, including but not limited to stationery and supply procurement, equipment maintenance, and office tidiness.

Develop and implement office policies and procedures to ensure efficiency and compliance.

Manage vendor relationships and negotiate contracts for office-related services.

Maintain accurate office records and filing systems (both physical and electronic).

Complaints Management

Respond to members of the public wishing to raise a complaint against a veterinarian and provide support for complainants and veterinarians involved in complaints

Manage correspondence between the Complaints Committee of the Board and various parties to a complaint against a veterinarian

Provide administrative support to the Complaints Committee

Facilities Management

Act as the primary point of contact for building management and maintenance issues.

Ensure the office environment is safe, clean, and well-maintained.

Coordinate repairs and maintenance of office equipment and infrastructure.

Oversee workplace health and safety compliance.

Team Support

Respond to enquiries (including complaints against veterinarians) from various stakeholders including veterinarians and members of the public.

Provide administrative support to the Board and staff members as needed.

Provide assistance in registration of veterinarians, licensing of veterinary hospitals, and other Board functions.

Coordinate meetings, appointments, and travel arrangements, and event organisation.

Assist with onboarding new employees and offboarding departing employees.

Foster a positive and collaborative office culture.

Project Management

Manage small to medium-scale office-related projects as assigned.

Skills and Experience

Proven experience in office management or a similar administrative role.

Strong organisational and time management skills with the ability to prioritise tasks and meet deadlines.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong problem-solving and decision-making abilities.

Ability to work independently and as part of a team.

Attention to detail and a high level of accuracy.

Knowledge of office procedures and administrative best practices.

Desirable

Qualifications in business and/or counselling.

Experience in a regulatory role.

Knowledge of the veterinary profession and/or animal industries.

Personal Attributes

Professional and proactive attitude.

Strong work ethic and a commitment to excellence.

Resilience and the ability to handle challenging situations.

Ability to maintain confidentiality.

Excellent interpersonal skills and the ability to build positive relationships.

Adaptability and flexibility to changing priorities.