Veterinary Administration & Care Coordination

Animal Trust (UK); Barnsley; On-site; GBP 18,000 - 23,000; Full time

Benefits offered by this job

Staff Discount

Up to 52 weeks sickness available

Employee assistance programme

4% pension contribution

Store Discount through PerkBox

and more ...

Job summary

Animal Trust (UK) is seeking an organised Veterinary Administrator to support three core areas across Barnsley Hospital: Debt and Insurance, Referral and Inpatient Management, and Health plan. You’ll maintain accurate records, follow procedures and escalate issues promptly.

The role involves coordinating referrals and inpatient charges with vets and nurses, managing payments and health plan queries, and ensuring smooth handovers between teams.

Qualifications

• Organised, proactive and able to manage a varied workload.
• Excellent attention to detail and the ability to maintain accurate records.
• Strong communication skills, including handling sensitive conversations about payments professionally and empathetically.
• Confident using computer systems and spreadsheets, with the ability to learn new processes and systems.
• Collaborative approach and ability to work effectively with vets, nurses and central colleagues.
• Commitment to handling confidential personal and financial information appropriately.

Responsibilities

• Manage assigned customer and insurance balances across the group, keeping accurate records and following up outstanding actions.
• Communicate professionally and sensitively with clients about overdue payments and insurance shortfalls.
• Liaise with insurance providers to resolve routine claims, invoice and payment queries.
• Allocate insurance payments, investigate unapplied cash and support financial reconciliation.
• Maintain accurate records in our practice management system, ensuring balances and queries are directed through the correct processes.
• Administer authorised payment plans and prepare referrals for debt collection where required, escalating disputes and financial exceptions appropriately.
• Coordinate incoming and outgoing referrals, ensuring records and documentation are complete and bookings are confirmed.
• Work with vets and nurses to review inpatient charges, checking that treatments, procedures, medication, consumables and accommodation are accurately recorded in our practice management system.
• Identify and resolve missing, duplicate or outstanding charges in collaboration with the clinical team.
• Help maintain accurate estimates and running balances, ensuring discharge bills are complete and payment or insurance handovers are coordinated.
• Track outstanding referral reports and bookings, following up with the relevant colleagues to keep things moving.
• Ensure administrative handovers are clear, accurate and completed promptly.
• Support Health plan enrolments, membership changes, renewals and routine client queries.
• Maintain accurate membership and contact records, checking eligibility and entitlements against approved plan terms.
• Liaise with plan providers and colleagues to resolve routine queries and discrepancies.
• Follow up failed payments, cancellations and renewals in line with agreed procedures.
• Help clients arrange plan-related appointments and maintain records of outstanding queries.
• Identify recurring issues and contribute to improvements in our Health plan administration.

Skills

Admin experience

Customer service

Finance admin

Vet practice support

Attention to detail

Communication skills

Org skills

Confidential handling

IT systems

Tools

Practice management system

Spreadsheets

Job description

Animal Trust (UK) is seeking an organised Veterinary Administrator to support three core areas across Barnsley Hospital: Debt and Insurance, Referral and Inpatient Management, and Health plan. You’ll maintain accurate records, follow procedures and escalate issues promptly.

The role involves coordinating referrals and inpatient charges with vets and nurses, managing payments and health plan queries, and ensuring smooth handovers between teams.