Rehoming & Vet Inbox Administration Assistant

Approximately 10 hours per week Fully remote Flexible hours Australia-wide

Dogs4Jobs is seeking a capable, organised and highly motivated Rehoming & Vet Inbox Administration Assistant to join our small paid team supporting one of Australia’s leading working-dog rescue and rehoming organisations.

This is a fully remote position, initially approximately 10 hours per week, with potential for hours and responsibilities to increase over time. We offer genuine flexibility around when hours are worked, making this a role that can fit around other work, family or life commitments.

The role

Working as part of our operations team, you’ll primarily support two key areas of Dogs4Jobs’ day-to-day operations:

Rehoming & Intake Administration

Our rehome function manages surrender and rescue enquiries from owners, breeders, pounds, shelters, veterinary clinics and other rescue organisations.

You will:

• Review incoming surrender and rescue enquiries and gather required information.
• Assess and process enquiries against established Dogs4Jobs intake criteria and current organisational capacity.
• Communicate clearly and compassionately with people who may be navigating difficult or emotional circumstances.
• Liaise with our foster-care network, primarily via email and our private Facebook group.
• Recognise matters involving additional welfare, safety or organisational risk and escalate these appropriately.

Vet Inbox Administration

Our vet inbox coordinates and authorises veterinary care for Dogs4Jobs foster dogs across Australia.

You will:

• Liaise with foster carers and veterinary clinics via email and occasional phone calls.
• Authorise veterinary work within established Dogs4Jobs policies and procedures.
• Ensure required information is obtained and established processes are followed.
• Build and maintain strong relationships with our veterinary partners.
• Confidently and respectfully reinforce processes and resolve misunderstandings with volunteers, clinics and other stakeholders.
• Assist with occasional urgent veterinary matters as required.

You’ll also provide administrative support across our dog adoption and application processes when required.

About you

We’re looking for someone who:

• Has excellent written and verbal communication and interpersonal skills.
• Demonstrates sound judgement, initiative and problem-solving ability.
• Is highly organised, self-motivated and detail-oriented.
• Can work independently and manage competing priorities in a remote environment.
• Is comfortable making decisions within established policies and knows when something needs to be escalated.
• Can communicate confidently and assertively while maintaining positive relationships.
• Understands that working with and supporting volunteers can require a different approach to managing paid staff.
• Is comfortable learning new systems and processes.
• Is confident using email and cloud-based systems. Experience with Gmail and Google Drive is advantageous.
• Has basic to intermediate spreadsheet skills.

Highly regarded, but not essential

Experience in any of the following would be advantageous:

• Not-for-profit or community organisations
• Animal welfare, veterinary or other animal-related industries
• Volunteer coordination or management
• Customer service or stakeholder relationship management
• Administration roles involving independent judgement and decision-making

Previous rescue experience is not required.

Comprehensive training and ongoing support will be provided. We’re much more interested in finding someone with the right judgement, communication and interpersonal skills, initiative and willingness to learn than someone who already knows the rescue industry.

What we offer

• Fully remote work from anywhere in Australia.
• Genuinely flexible working arrangements.
• Approximately 10 hours per week initially, with potential for increased hours and responsibilities over time.
• Meaningful work with a national registered charity helping hundreds of working-breed dogs each year.
• A supportive, down-to-earth team and the opportunity to contribute directly to Dogs4Jobs’ day-to-day operations and animal welfare outcomes.

Employment will be under the applicable classification of the Clerks – Private Sector Award, with flexible working arrangements documented through an Individual Flexibility Arrangement (IFA) where appropriate.