Client Care Administrator (PERM)

inspiring vet care; Ringwood; On-site; GBP 24,000 - 29,000; Full time

Benefits offered by this job

6.6 weeks' annual leave

Birthday leave

Enhanced family-friendly policies

Healthcare Cash Plan

Cycle to Work

Learning and development opportunities

Pension scheme

Discounted veterinary care

Green Cars salary sacrifice

Job summary

inspiring vet care, based in Ringwood, is hiring a Client Care Administrator for a 40‑hour week, Mon–Sun, 8am–6pm. You will manage client communications, book referrals and support clinicians, ensuring a smooth client and patient journey across reception and administration.

The role emphasizes a welcoming, professional approach, teamwork and meticulous attention to detail, with opportunities for development within client care and leadership pathways.

Qualifications

• Excellent communication skills and a professional, welcoming manner.
• Experience in a customer-facing role, with a strong focus on service and attention to detail.
• The ability to manage multiple tasks effectively in a busy environment.
• A collaborative approach and willingness to support colleagues.
• A proactive attitude, with openness to feedback and learning.

Responsibilities

• Overseeing the practice email inbox, prioritising and efficiently responding to urgent communications from clients and referring veterinary practices.
• Providing efficient and professional telephone support, addressing client and referring practice enquiries.
• Communicating with clients to arrange timely appointments for new referrals.
• Thoroughly reviewing clinical histories to extract and summarise information pertinent to the referred condition, supporting clinical decision‑making.
• Coordinating the retrieval of outstanding documents and addressing queries from our clinicians.
• Processing payments (telephone and email).
• Managing and prioritising emergency cases to facilitate prompt clinical care, working closely with the clinical floor coordinator, clients and referring veterinary practices.
• Providing professional front‑desk support and assisting clients face to face at reception.
• Accurately performing end‑of‑day cash reconciliation and balancing financial transactions.
• Preparing and organising client documentation packs ahead of scheduled appointments to ensure smooth consultations.
• Ensuring client identification is verified and accurately recorded in accordance with company procedures.
• Ensuring condolence cards and total hip reminders are prepared, and sent.

Skills

Excellent communication

Customer-facing experience

Multitasking

Collaborative

Proactive attitude

Job description

At inspiring vet care, our people are at the heart of everything we do. As the UK’s number one vet care provider, we're trusted with the care of over 2 million animals, delivering our purpose of healthier animals and happier owners.

We are seeking an organised, personable Client Care Administrator to join our team at Southern Counties on a full-time permanent basis.

SCVS is a specialist-led small animal hospital with the expertise and resources to handle the most complex cases. As a large multidisciplinary referral hospital, we boast impressive facilities and cutting‑edge equipment, allowing us to deliver exceptional care from the initial consultation through to patient discharge.

Conveniently located in Ringwood, Hampshire, just off the A31, we are ideally positioned for our clients.

Our recent expansion features a newly purpose‑built theatre complex, a two‑storey facility with an expansive client reception and waiting area, 10 additional consulting rooms, and a new rehabilitation centre.

And we’re not stopping there — future enhancements include a new diagnostic suite, an ICU area, and more.

How You’ll Make a Difference

As a Client Care Administrator, you will be the first point of contact for clients, playing a key role in delivering a welcoming, professional and compassionate experience at every interaction.

You’ll support the smooth running of the practice by managing appointments, handling enquiries, supporting client communications and working closely with clinical and non‑clinical colleagues to ensure a positive client and patient journey.

Working Pattern

This is a 40 hour per week position with shifts being Monday to Sunday between the hours of 8am and 6pm as per the rota.

Key Responsibilities

• Overseeing the practice email inbox, prioritising and efficiently responding to urgent communications from clients and referring veterinary practices.
• Providing efficient and professional telephone support, addressing client and referring practice enquiries.
• Communicating with clients to arrange timely appointments for new referrals.
• Thoroughly reviewing clinical histories to extract and summarise information pertinent to the referred condition, supporting clinical decision‑making.
• Coordinating the retrieval of outstanding documents and addressing queries from our clinicians.
• Processing payments (telephone and email).
• Managing and prioritising emergency cases to facilitate prompt clinical care, working closely with the clinical floor coordinator, clients and referring veterinary practices.
• Providing professional front‑desk support and assisting clients face to face at reception.
• Accurately performing end‑of‑day cash reconciliation and balancing financial transactions.
• Preparing and organising client documentation packs ahead of scheduled appointments to ensure smooth consultations.
• Ensuring client identification is verified and accurately recorded in accordance with company procedures.
• Ensuring condolence cards and total hip reminders are prepared, and sent.

You Might Be a Great Fit If...

You are a friendly, organised and customer‑focused individual who enjoys working as part of a team. You’ll bring:

• Excellent communication skills and a professional, welcoming manner
• Experience in a customer‑facing role, with a strong focus on service and attention to detail
• The ability to manage multiple tasks effectively in a busy environment
• A collaborative approach and willingness to support colleagues
• A proactive attitude, with openness to feedback and learning

How We’ll Support You

At inspiring vet care, we’re committed to supporting your development and wellbeing from the very start of your career. When you join us, you’ll benefit from:

• A key client‑facing role within a supportive and collaborative practice team
• Clear career pathways with progression opportunities within client care and practice leadership roles
• Ongoing learning and development supported by experienced colleagues and practice teams
• A values‑led culture focused on care, community and continuous improvement

What We Offer Our Team

• 6.6 weeks' annual leave plus your birthday off
• Increasing holiday allowance based on length of service
• Enhanced family‑friendly policies, including maternity, paternity, adoption, shared parental and surrogacy pay
• Employee wellbeing initiatives including Healthcare Cash Plan and Cycle to Work salary sacrifice schemes, subject to eligibility criteria
• Learning and development opportunities via the inspiring vet care Academy
• Pension scheme
• Discounted veterinary care
• Voluntary benefits including Green Cars salary sacrifice scheme and access to discounts and cashback with hundreds of participating retailers

We’re committed to supporting our people through career development opportunities, wellbeing initiatives and access to world‑class learning resources.

Whether you’re just starting out or looking to take the next step in your career, inspiring vet care offers the support, opportunity and community to help you grow.

£0 - £26,520 a year

Up to £26,520 per annum