Position Overview
The Operational Team Lead (OTL) of the Kenora Veterinary Clinic is responsible for overseeing the daily flow of the “back” portion of the hospital, with some general clinic responsibilities not limited to the “back”. Training for this position will be overseen by:
Key Responsibilities
1) Inventory Management
Your primary responsibility will be assuming the Lead on the KVCs Inventory Management. This includes:
- Weekly check-ins and training with Celine until Inventory Management is stable.
- Goal: Complete overhaul of the KVCs Inventory System to include:
o Decreased ordering time
o Decreased time spent putting away and processing orders
o Decreased redundancy of our Inventory
o Decreased inventory costs
o Improved Inventory management: re-order tags, regular inventory counts (weekly to start), and any other tasks required to clean up and maintain a smooth inventory process for the KVC
o SOPs to be developed for all staff in regards to all things Inventory: including Ordering, Inventory Counts, Re-Order Tags, Putting Away/Processing Orders, etc.
o Deadline: Ongoing
2) Accounts Receivables
To be instituted ASAP: a complete overhaul of our Accounts Receivables. This includes:
- Contacting all clients with outstanding payments (within the last 2 years) by phone to make a payment.
- Cleaning up AR sheet by removing any debt within the last 12 months and adding a note to each consult AND alert to the file
- This process to be completed and repeated every 2 months
- DEADLINE: Ongoing
3) Fear Free Auditor
Conducting both informal and formal interviews with team members in regards to the KVC’s Fear Free protocols and instituting improvements and changes when/where indicated.
- Consider a “Fear Free” call back folder as a place for team members to place ideas
- Regularly check in with team members to assess how Fear Free is going at the KVC and where/what improvements can be made
- Determine 3-5 Fear Free Priorities for the KVC and use these as a metric to determine progress. (For example: Low-stress handling, Pharmaceutical interventions, Lack of Injuries to Team Members)
- Ongoing project, “audits” to be completed every 2-3 months.
4) Product/Service Reps
Be the main point of contact for Product and Service Reps and communicate to Management for new products/ideas/incentives where appropriate. Schedule Lunch and Learns where appropriate. Note – we avoid L&Ls during busy summer months.
5) Co-Op / Volunteer Management
Take over the scheduling and management of Volunteer and Co-Op students, including coordinating with teachers, mentors, etc.
- Consider implementing an interview or reference system for Volunteers and Co-Ops
- Update To-Do Lists/ SOPs for Volunteers and Co-Ops
- Create an Onboarding Document for Volunteers and Co-Ops (including dress code, expectations, ways to communicate, cell phones, patient confidentiality, etc)
- Ongoing project
7) Client / Staff Questions and Concerns
Manage questions and concerns from Staff and Clients.
8) Additional support tasks
Work Schedule & On-Call
- Full-time position with flexible hours; majority of work expected on-site.
- Schedule as Vet Assistant/ Tech Assistant will remain as scheduled. Note that the Back Team Lead is responsible for completing the assigned tasks within scheduled shifts.
- Option to work from home as needed (particularly for administrative or project-based tasks).
- On-call responsibilities are shared with the entire team.
- Evening and future weekend shifts are shared with the entire team.
Pay: From $28.00 per hour
Work Location: In person
