Operations Booking Administrator

About the Role

Hook Norton Veterinary Group is seeking a highly organised Operations Booking Administrator to manage the end-to-end booking process for surgical and non-routine procedures. This role is tailored for a qualified RVN stepping into an administrative position where clinical knowledge becomes a real asset, or for an RVN seeking a hybrid arrangement combining admin work with optional clinical shifts. You'll be the vital link between clients, clinical teams, and admin departments, ensuring smooth coordination, accurate documentation, and consistently excellent service. Reporting to the Head Nurse, you'll handle mainly phone, online platform, and occasional face-to-face communication with clients.

This is a part-time role based on Tuesdays and Thursdays (essential), with flexibility to increase hours up to full-time by adding clinical or administrative tasks. Shifts fall between 8am and 8pm, and you can specify your preferred working hours in your application. The rural Oxfordshire location means own transport is essential, ideally within a 30-minute commute.

Key Responsibilities

• Manage the full booking process for surgical and non-routine procedures, including clinical referrals and direct client enquiries
• Convert enquiries into confirmed bookings whilst supporting continuity of care
• Check client account status and verify payment requirements before booking
• Liaise with clients to understand their needs and align with clinical availability
• Clearly explain procedures, pricing, and additional services
• Communicate pre-procedure instructions accurately and professionally
• Prepare and send booking confirmations with detailed cost estimates
• Upload all documentation and correspondence to client records using Robovet
• Respond promptly to client queries and provide ongoing support throughout the booking journey
• Contribute to improving client service processes and overall care standards

Requirements

• Qualified RVN with at least 1 year experience in a veterinary or clinical environment
• Confident, professional communicator able to handle sensitive situations with empathy
• Strong organisational skills and ability to manage competing priorities in a busy environment
• Excellent attention to detail, particularly with record keeping and data accuracy
• Experience using Robovet or a similar practice management system
• Proficient with Microsoft Office (Word, Excel, Outlook)
• Capable of working independently and as part of a collaborative team
• Own transport essential due to rural location, ideally no more than 30 minutes commute

Desirable

• Experience in a client-facing administrative or bookings role
• Understanding of billing processes within a veterinary or healthcare setting

Benefits

• Hourly rate up to £15.50 depending on experience
• Company pension scheme
• Increasing holiday allowance with length of service
• Healthcare cash plan and access to Employee Assistance Program
• Generous staff discounts
• Staff rewards and social events
• Free annual flu jab
• Branded uniform provided
• Free on-site parking
• Support for professional development and reception qualifications

About the Practice

Hook Norton Veterinary Group is an independent, well-established practice with RCVS accreditation across small animal, equine, and farm veterinary services. The group operates multiple branches including Hook Norton, Charlbury, Deddington, and Moreton-in-Marsh, providing comprehensive veterinary care to the Oxfordshire region. The practice is part of the XL Vets community and is recognised for its commitment to professional standards and staff development.

The team values career progression, offering new graduate mentorship programmes, generous CPD support, and a wellbeing-focused culture through their Thriving in Practice initiative. With RCVS accreditation in small animal, farm, and equine practice, the group combines traditional veterinary excellence with modern client care systems.