Client Services & Accounts Manager

Overview

Stansted Veterinary Specialists are seeking an experienced and highly organised Client Services & Accounts Manager to oversee the day-to-day administrative and operational functions of the practice. This role reports directly to the Practice Manager and Managing Director, supporting them in the effective running of the business.

The position combines operational leadership with hands-on responsibility for transactional finance processes, ensuring the smooth and efficient delivery of administrative, client service, and accounts functions.

The successful candidate will lead the administrative team, maintain high standards of client service, and ensure robust financial and operational processes are followed, while escalating strategic or complex matters to senior leadership as appropriate.

Key Responsibilities

Operational & Administrative Management

• Oversee the daily running of the practice, ensuring efficient workflows across reception, scheduling, billing, and records management.

• Develop, implement, and continuously improve office policies and procedures.

• Ensure a high standard of client experience, handling queries, non-clinical complaints, and sensitive situations professionally.

• Monitor and improve administrative processes to enhance efficiency and service delivery.

Team Leadership

• Lead, support, and mentor administrative team members.

• Manage staff rotas, attendance, and time-off requests to ensure appropriate coverage.

• Conduct performance reviews and provide ongoing coaching and development.

• Foster a positive, collaborative, and accountable team culture.

Accounts & Financial Administration

• Oversee accounts payable processes, including invoice processing, approvals, and timely payments.

• Oversee invoicing processes, ensuring accuracy and timeliness.

• Manage allocation of payments, refunds, and account adjustments.

• Monitor outstanding balances and lead debt collection activities.

• Perform regular account reconciliations and resolve discrepancies.

• Support basic financial tracking and provide information to external accountants or senior management as required.

Compliance & Governance

• Ensure GDPR compliance for all client and patient records.

• Maintain accurate and up-to-date documentation for audits and inspections.

• Ensure adherence to internal policies, confidentiality standards, and relevant regulations.

• Monitor and enforce internal administrative and financial controls.

Skills & Experience

• Proven experience in an office or practice management role.

• Demonstrated team leadership or supervisory experience.

• Strong organisational and problem-solving skills, with the ability to manage multiple priorities.

• Experience with invoicing, accounts administration, or accounts payable processes.

• High attention to detail and accuracy.

• Confident communication skills, including handling sensitive situations.

• Proficiency with office and practice management systems.

Desirable

• Experience working in a healthcare, clinical, or professional services environment.

• Exposure to accounting software (e.g., Xero, Sage, or similar).

• Relevant administrative or management qualification.

Working Hours

• 40 hours per week, Monday to Friday, within the hours of 08:00–18:00.

Salary

• £35,000 – £39,000 per annum (depending on experience)

Summary

This role is ideal for a proactive and capable Client Services & Accounts Manager who enjoys balancing team leadership with hands-on operational and accounts responsibilities and who thrives in a fast-paced, client-focused environment.

Benefits:

• Cycle to work scheme

• Discounted or free food

• Employee discount

• Enhanced maternity leave

• Enhanced paternity leave

• Free parking

• Health & wellbeing programme

• On-site parking

• Profit sharing

• Sick pay

• Transport links

Work authorisation:

• United Kingdom (required)

Work Location: In person