Client Services & Administration Officer

Role type:

Full time (1.0 FTE); Fixed term for 2 years

Faculty:

Faculty of Science

Department/ School:

Melbourne Veterinary School

Salary:

UOM 5: $86,943 - $99,864 p.a. plus 17% super

• Support expanded clinical services and student learning / Make a real impact on horse welfare in Victoria / Diverse front-of-house and coordination responsibilities.
• Apply now to lead front-line client services and coordination that keeps our busy equine hospital running smoothly.
• Investing in you – 17% superannuation, benefits package including salary packaging, health and wellbeing programs, discounted services, and professional development opportunities.

The University of Melbourne

We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website.

Your next career opportunity

In this new role, you will coordinate client services and administration for a busy equine teaching hospital. You will support clinicians and nurses by streamlining bookings, communication and billing, directly enhancing equine care and education. You will also gain versatile experience that can springboard into practice management or broader client-facing University roles.

What you will deliver:

• Coordinate front-of-house reception, triaging client enquiries and providing clear, empathetic information in person, by phone and email.
• Manage complex appointment scheduling, admissions, discharges, ambulatory visits, referrals and imaging bookings to optimise clinical workflows.
• Prepare estimates, process invoices and payments, and support debt management through timely follow-up and liaison with finance.
• Maintain patient records, consents and notes in practice management systems, ensuring documentation meets hospital and University standards.
• Support staff rostering, inventory coordination and continuous improvement initiatives that enhance client experience and efficient service delivery.

You may be a great fit if:

• Hold a diploma-level qualification or equivalent experience in business, animal health, equine studies or related fields.
• Demonstrate strong organisation and coordination skills, confidently managing competing priorities in a busy, client-facing hospital environment.
• Bring practical experience with horses or the equine industry and feel comfortable working around large animals daily.
• Deliver high-quality client service, using calm, confident communication to manage expectations. Use practice management software and Microsoft Office confidently, and quickly learn new software where required.
• Apply sound judgement, discretion and problem-solving skills when handling confidential information, emergencies and sensitive client situations.

For further information please refer to the attached PD.

What we offer you!

We offer the opportunity to be part of a vibrant community and enjoy a comprehensive range of benefits to support your success and sense of fulfilment, including:

• Build future financial security with 17% superannuation
• Supportive flexible work arrangements underpinned by our commitment to inclusion and well-being
• Career development opportunities, including access to a range of tailored programs, such as Academic Women in Leadership, and learning platforms including LinkedIn Learning
• Progressive, considerate leave provisions to empower your work-life balance and well-being, including leading parental leave, gender affirmation leave and cultural leave
• Salary packaging and access to a range of discounted services including Bupa health insurance, and access to unique cultural and recreational benefits such as discounts for the Melbourne Theatre Company
• Health and well-being services including a leading Employee Assistance Program

For more information check out our benefits page!

Your new team – Melbourne Veterinary School

The Melbourne Veterinary School is a highly ranked veterinary school with a proud tradition of excellence in research, education, and leadership. The school has research strengths in animal diseases, zoonotic infectious diseases, production animal systems and animal welfare. The Melbourne Veterinary School provides the only professional entry veterinary medicine program in Victoria and covers a wide variety of undergraduate and postgraduate subjects across veterinary science.

You will join the Werribee Equine Centre, part of the Melbourne Veterinary School within the Faculty of Science. The Centre delivers equine clinical services, underpins world-class veterinary education and contributes to impactful research in horse health. You will work alongside dedicated veterinarians, nurses and support staff who value collaboration, curiosity, excellence and integrity. Together, you will help grow capacity, elevate client experience and strengthen equine welfare outcomes across Victoria and beyond.

Be Yourself

The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. The diversity of our community enriches us all, and we are committed to creating an inclusive and fair workplace where everyone is valued, respected, and empowered to succeed. We welcome applicants from all backgrounds, identities, and experiences. Discover more about Diversity and Inclusion at UniMelb.

We're committed to a barrier-free recruitment process and ongoing workplace support, providing adjustments throughout. We warmly encourage applications from people with disabilities. Learn more about how we support an accessible recruitment process.

Aboriginal and Torres Strait Islander Applicants

We aspire to be the University of choice for Indigenous Australians. Visit our Indigenous staff page to learn more about our investment and support for Aboriginal and Torres Strait Islander staff.

Indigenous applicants are encouraged to connect with our Indigenous Employment & Development team at oied-hr@unimelb.edu.au.

Application essentials:

• Visit "apply with us" to learn more about the process, including tips and FAQs.
• You must have current valid work rights for Australia. Visa sponsorship is not available for this role.
• A Working with Children Check is required for all positions. If successful, we will guide you through the process and reimburse you.
• Please upload your resume and a cover letter outlining your interest and experience as part of the application process.
• Please upload your responses to the Selection Criteria, found in the Position Description.

Want to know more?

• For queries related to this specific position, contact Katherine Simpson at katherine.simpson@unimelb.edu.au
• For questions related to our recruitment process email Lachie Bryce at hr-careers@unimelb.edu.au
• For recruitment adjustments contact Kim Groizard on +61 3 9035 3218 or at hr-careers@unimelb.edu.au (subject: 'Recruitment Adjustments').

Apply today, and join a community that’s shaping the future.

Applications close:

Sunday, 17th May 2026 11:55 PM; Melbourne time zone.

Position Description :

JR-012814 Client Services & Administration Officer_PD.docx

JR-012814 Client Services & Administration Officer_PD.pdf