PART-TIME SECRETARY

Description

Job Summary: Coordinate clinic reception and scheduling, serving as the first point of contact for BeVet and ensuring organized, warm service for pet guardians while maintaining efficient patient flow for the clinical team. Key Highlights: 1. Key role in shaping the clinic's first impression and delivering excellent customer service. 2. Responsibility for managing appointments, cash handling, and operational support. 3. Opportunity to develop empathy and public interaction skills under pressure. Job Description — Secretary / Receptionist (Part-Time) **Position:** Clinic Secretary / Receptionist (Half-Time) **Company / Facility:** BeVet Vitacura **Reports To:** Administration / General Management **Employment Type:** Part-time (half-time), daytime shifts scheduled according to clinic needs, including some weekends. 1\. Purpose of the Position Serve as BeVet’s first point of contact: manage reception, scheduling, and cash handling to ensure pet guardians receive organized and warm service, and the clinical team sees patients on time with accurate information. 2\. Responsibilities **Customer Service & Reception** * Greet pet guardians and patients in person and by phone with warmth and professionalism. * Manage scheduling: coordinate appointments, confirm, reschedule, and organize the waiting room based on clinical priority. * Handle sensitive situations (emergencies, distressed guardians) by appropriately referring them to the medical team. **Cash Handling & Front Desk Administration** * Issue receipts/invoices, collect payments, and balance the cash register at the end of each shift. * Record and update patient and guardian information in files/systems. * Manage email, WhatsApp, and phone calls; respond to inquiries or route them appropriately. **Operational Support** * Maintain cleanliness and professional appearance of the reception area and waiting room. * Monitor front-desk supply inventory and assist with coordination of minor suppliers. * Support simple administrative tasks as directed by administration. 3\. Requirements * Completed secondary education; technical training in secretarial work, administration, or customer service is preferred. * Experience in public service and cash handling (preferably in veterinary or healthcare clinics). * Proficiency in computer use, scheduling/patient record systems, and basic tools (email, spreadsheets, WhatsApp Business). * Genuine availability for half-time work, including some weekends. 4\. Key Competencies * **Public Interaction Under Pressure:** remains calm when dealing with distressed guardians or a full waiting room. * **Organization and Accuracy:** error-free scheduling and cash handling. * **Empathy:** recognizes that behind every patient is a concerned guardian. * **Proactivity and Teamwork** with the clinical team. 5\. Performance Indicators (KPIs) * 100% balanced cash register at every shift closure. * Scheduling with no overbookings or missed appointments due to coordination errors. * Call/WhatsApp response time within the defined standard. * Guardian satisfaction with front-desk service. Salary: $25.000 \- $35.000 per day Work Location: On-site employment