Client Care Administrator

Linnaeus Veterinary Limited; Penrith; On-site; GBP 24,000 - 29,000; Full time

Benefits offered by this job

5 weeks holiday + bank holidays

Career progression opportunities

Staff discount schemes

Life Assurance

Enhanced sickness pay

Enhanced family leave

Employer pension contribution

Wellness program

Job summary

Veterinary Vision, Penrith, is seeking a Client Care Administrator to join the team. The role supports clinical and client care functions, providing confidential administrative support to veterinary surgeons, nurses, and staff.

You will help maintain GDPR-compliant records and coordinate appointments, referrals, and enquiries. The successful candidate will have at least 12 months of customer-facing experience, excellent organisational skills, and a confident telephone manner.

Qualifications

• Minimum 12 months of customer-facing experience.
• Strong administration and organisation skills.
• Ability to work well under pressure.
• Confident and professional telephone manner.

Responsibilities

• Prepare veterinary reports, referrals, and clinical documentation.
• Maintain accurate patient records in line with GDPR and confidentiality standards.
• Process insurance claims and liaise with clients, insurers, and clinical teams.
• Book consultations, investigations, and procedures; manage calls and client communications.
• Provide reception cover and deliver compassionate client care; support smooth workflow across departments.
• Follow practice policies and maintain confidentiality; participate in training and development activities.

Skills

Customer-facing experience

Administration skills

Organisation skills

Calm under pressure

Telephone manner

Job description

Job Title: Client Care Administrator

Location: Veterinary Vision, Penrith

Hours: Full time, 40 hours per week, between the hours of 8.30-5.30 Monday - Friday

Salary: £26,701 per annum

We have an exciting opportunity for a Client Care Administrator to join our friendly team. The Client Care Administrator plays a key role in supporting the clinical and client care functions at Veterinary Vision. The post holder is responsible for providing accurate, timely, and confidential administrative support to veterinary surgeons, nurses, and the client care team, ensuring the efficient flow of information between departments, referring practices, and clients. This role requires excellent organisational skills, attention to detail, and the ability to work calmly and professionally in a fast-paced and sometimes emotionally sensitive clinical environment.

Key Duties and Responsibilities

• Clinical Documentation and Records
  • Prepare veterinary reports, referrals, and clinical documentation.
  • Maintain accurate patient records in line with GDPR and confidentiality standards.
• Insurance and Administration
  • Process insurance claims and liaise with clients, insurers, and clinical teams.
  • Provide administrative support to the wider practice team.
• Appointment Coordination
  • Book consultations, investigations, and procedures.
  • Manage telephone enquiries, referrals, and client communications professionally.
• Client and Reception Support
  • Provide reception cover and deliver compassionate client care.
  • Support smooth communication and workflow across departments.
• Compliance and Professional Standards
  • Follow practice policies and maintain confidentiality at all times.
  • Participate in training and development activities as required.

What we’re looking for

• Must have previous customer-facing experience (minimum of 12 months)
• Strong administration and organisation skills.
• Ability to work well under pressure.
• Confident and professional telephone manner.

What we offer

• 5 weeks holiday plus bank holidays and Birthday Leave
• Career progression opportunities
• Staff discount schemes
• Life Assurance
• Enhanced sickness pay
• Enhanced equal family leave
• Employer contribution pension scheme
• Wellness program including:
  • Employee assistance program
  • Eyecare voucher scheme
  • Free annual Flu jab
  • Cycle to work scheme
  • Recruitment referral reward scheme

About Us

Veterinary Vision offers a dedicated ophthalmology referral service for cases referred throughout the UK. We are equipped with state‑of‑the‑art operating facilities for all types of ocular surgery in a friendly, caring environment where the well‑being of the patient is our top priority. Veterinary Vision is part of Linnaeus and Mars Veterinary Health, the largest family‑owned veterinary company in the world. Being privately owned, we can truly be driven by our purpose, to create a better world, and think long‑term as opposed to being focused solely on short‑term profits. At Linnaeus, A BETTER WORLD FOR PETS starts with a better world for our people. Our Associates are over 6000 strong and empowered to speak up, step up and deliver quality services. You’ll have access to a huge network of specialists, worldwide development opportunities and an easily accessible, comprehensive wellbeing package that prioritises your physical and mental health, allowing you to focus on what you do best – care for pets. We are committed to fostering a culture that is inclusive and diverse, we care about you and want you to be authentic, with everything you need to perform at your best. We are all individual but two important things bring us together: a commitment to excellence and our passion to achieve our purpose.

All applications with the relevant skills and qualifications will be carefully considered.

If you need any support in completing your application or simply want to find out more about Veterinary Vision , Linnaeus or the role, please contact our Talent Acquisition team [e-mail].