Operation Booking Administrator (RVN looking for an office-based role)
Hook Norton Veterinary Group, OX15 5DG (office based) Part-time (Tuesdays & Thursdays essential) with flexibility to increase hours up to full-time by adding RVN shifts on other days
Shifts fall between 8am and 8pm — please include your preferred working hours in your application. Up to £15.50 per hour (depending on experience)
Hook Norton Veterinary Group is a proud, independent, and well-established practice with expertise in small animal, equine, and farm care.
We’d love to welcome a highly organised, client-focused Operation Booking Administrator to our team. This role is ideal for an RVN who’s ready to move into an administrative position where you can still draw on your clinical knowledge or for an RVN looking for a hybrid role combining admin with some clinical shifts.
About the Role
This role plays a key part in creating a smooth, reassuring experience for our clients by managing the end-to-end booking process for clinical procedures. You’ll be a vital link between clients, clinical teams, and admin departments, helping to keep everything well coordinated, accurately documented, and delivered with excellent service. You’ll report to the Head Nurse and will regularly communicate with clients (mainly by phone and online platforms, and occasionally face to face).
Key Responsibilities:
· Manage the full booking process for surgical and non-routine procedures, including referrals from clinical staff and direct client enquiries
· Convert enquiries into confirmed bookings, supporting continuity of care
· Check client account status and ensure payment requirements are met prior to booking
· Liaise with clients to understand their needs and align these with clinical availability
· Clearly explain procedures, pricing, and any additional services available
· Communicate pre-procedure instructions accurately and professionally
· Prepare and send booking confirmations, including detailed cost estimates
· Upload all relevant documentation and correspondence to client records (Robovet)
· Respond promptly to client queries and provide ongoing support throughout the booking journey
· Contribute to improving client service processes and overall standards of care
You’ll be approachable, organised, and calm under pressure, with a genuine passion for great customer care – importantly, comfortable supporting clients in a variety of situations.
Essential Skills & Experience:
· At least 1 year’s experience in a veterinary or clinical environment (or similar setting)
· A confident, professional communicator who can handle sensitive situations with empathy
· Strong organisational skills and the ability to juggle priorities in a busy environment
· Excellent attention to detail, especially with record keeping and data accuracy
· Experience using Robovet or a similar practice management system
· Confident with Microsoft Office (Word, Excel, Outlook)
· Able to work independently and collaboratively as part of a team
· Own transport is essential due to our rural location
Desirable:
· Experience in a client-facing administrative or bookings role
· An understanding of billing processes within a veterinary or healthcare setting
Benefits:
· 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
How to Apply
To apply, please send your CV and a short cover letter to: careers@hooknortonvets.co.uk Prefer something more personal? You can also apply by sending a short video to 07883 827400 introducing yourself, why you’re applying, and your relevant experience.
