Office Administrator

IVC Evidensia; Leeds; On-site; GBP 19,000 - 23,000; Part time

Benefits offered by this job

6.6 weeks annual leave

Pension scheme

Healthcare Cash Plan

Discounted veterinary care

Job summary

inspiring vet care in Leeds is seeking an organised Office Administrator on a part-time fixed-term basis for 12 months at Holly House Vets.

The role covers handling invoices, cash and data protection, banking, debt collection and insurance claims, recording enquiries, and promoting Pet Healthcare Plans. You will support vets during consultations, educate clients about services, and help with refunds and general practice administration.

Qualifications

• Experience in a veterinary environment is beneficial.
• Strong IT skills and proficiency with practice management systems.
• Excellent communication and customer service skills.
• Ability to handle invoices, payments and insurance claims.

Responsibilities

• Ensure invoices are correct and adjustments added.
• Manage cash security and data protection.
• Banking in line with group policy and policy limits.
• Debt collection within the practice including insurance claim administration.
• Record, pass on and follow up enquires on the Practice system.
• Support Vets during consultations by recording information.
• Ensure clients pay for services on day of treatment.
• Educate clients about practice services and promote Pet Healthcare Plans and insurance.
• Promote promotional schemes.
• Organise client refunds.

Skills

Organised

Attention to detail

IT skills

Customer service

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 Office Administrator to join our team at Holly House Vets on a part-time fixed term basis for 12 months.

Our main hospital is conveniently located just off the ring road in north Leeds, near Roundhay Park, our practice boasts excellent transport links to the city centre. Having been open now for 30 years we have developed a range of annual team events and a full schedule of practice meetings as well as one to one career development and professional coaching available to all staff.

How You’ll Make a Difference

The role is varied and includes adhering to all practice/reception policies/procedures to ensure an excellent level of customer service to our clients at all times.

Responsibilities Include

• Ensure invoices are correct and any adjustments have been added.
• Ensure that cash security and data protection measures are observed at all times in all areas.
• Banking in line with group policy and covered by insurance limits.
• Responsible for debt collection within the practice including adherence to group debt protocols and timely insurance claim administration.
• Ensure that all Group Policies and Procedures, both financial and non-financial, are implemented and respected. Record, pass on and personally follow up enquires promptly and efficiently.
• Where appropriate record any other information on the Practice system to support the Vets during consultation process.
• Ensure clients pay for services on day of treatment.
• Educate all clients about practice services.
• Actively promote Pet Healthcare Plans and pet insurance.
• Actively promote any promotional schemes.
• Be responsible for own Personal Development by attending internal/external courses and personal study to develop skills.
• Insurance claim support and training staff in house on policies and procedures Receive payments (cash/card/BACS/insurance cheque) and process/record accurately on customer accounts.
• Organise client refunds.

Working Pattern

The working hours will be 28 hours per week, We require three days a week, of which days can be flexible and 1 in 4 Saturdays on a rota.

You Might Be a Great Fit If...

The ideal candidate Attention to detail is a vital requirement for this role. Applicants with previous experience would be welcomed, but those with a similar fast paced administrative background could be a good fit. Experience working in a veterinary background and good IT skills would be beneficial. Full on the job training will be provided with continued support throughout employment.

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 FTE
• 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 scheme
• 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 - £0 a year

NMW

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.