Veterinary Hospital Administrator

DNA Vetcare Ltd; Greater London; On-site; GBP 32,000 - 39,000; Full time

Job summary

DNA Vetcare Ltd is seeking a highly organised Veterinary Hospital Administrator to oversee daily admin operations and support the clinical leadership team. The role focuses on delivering exceptional client service, coordinating diaries, and managing reception and administrative staff in a busy veterinary hospital environment.

You will maintain records, assist with invoicing and supplier coordination, and help drive efficiency while fostering a professional, supportive team culture across

Qualifications

• Highly organised with strong multitasking and prioritisation abilities.
• Excellent written and verbal communication and interpersonal skills.
• Ability to build relationships across clinical, administrative and management teams.
• Experience in a veterinary, healthcare or fast-paced environment is advantageous.

Responsibilities

• Oversee day-to-day administrative operations and ensure processes run smoothly.
• Support reception and client-service teams to maintain a professional service.
• Coordinate diaries, appointment scheduling and patient flow.
• Manage staff rotas, holidays and absence to ensure appropriate staffing.
• Supervise and develop reception and administrative team members.
• Maintain high standards of client communication and service.
• Handle client concerns and complaints professionally and empathetically.
• Support recruitment, onboarding and induction of new team members.
• Maintain accurate personnel, administrative and operational records.
• Assist with invoicing, payments, debt management and insurance admin as needed.
• Identify opportunities to improve efficiency and hospital operations.
• Coordinate relationships with suppliers and external service providers.
• Support stock, purchasing and general hospital resource management.
• Assist with health and safety, data protection and regulatory requirements.
• Support leadership with meetings, KPIs and operational information.
• Help develop and maintain hospital policies and standard operating procedures.
• Promote effective communication across teams and maintain a positive environment.
• Take on additional administrative and operational responsibilities as required.

Skills

Organised

Communication

Stakeholder management

Client service

Tools

MS Office

Job description

About The Role

Veterinary Hospital Administrator

Stretham Hill Veterinary Surgery | Up to £35k | 40 hours per week Monday - Friday | Fully On-Site Role

We’re looking for an organised, proactive and people-focused Veterinary Hospital Administrator to help keep our hospital running smoothly behind the scenes.

This is a key operational role, supporting the clinical leadership team and ensuring the administrative, client service and day-to-day hospital processes work effectively. You’ll be responsible for coordinating the administrative and reception functions, supporting the wider team, and helping to create an excellent experience for both our clients and their pets.

You’ll be joining a busy veterinary environment where no two days are quite the same. We’re looking for someone who is confident taking ownership, enjoys solving problems and can build strong relationships across clinical, administrative and management teams.

What you’ll be doing

• Overseeing the day-to-day administrative operations of the hospital, ensuring processes run efficiently and effectively.
• Supporting the reception and client-service teams to maintain a consistently professional and welcoming service.
• Coordinating diaries, appointment scheduling and administrative processes to support effective patient flow.
• Managing administrative staff rotas, holidays and absence, ensuring appropriate staffing levels are maintained.
• Supervising, supporting and developing reception and administrative team members.
• Maintaining high standards of client communication and customer service.
• Handling client concerns and complaints with professionalism, empathy and sensitivity.
• Supporting the recruitment, onboarding and induction of new team members.
• Maintaining accurate personnel, administrative and operational records.
• Supporting invoicing, payment processes, debt management and insurance administration where required.
• Monitoring administrative processes and identifying opportunities to improve efficiency and the overall running of the hospital.
• Coordinating relationships with suppliers and external service providers.
• Supporting stock, purchasing and general hospital resource management as required.
• Assisting with health and safety, data protection, confidentiality and other regulatory requirements.
• Supporting the clinical leadership team with meetings, reports, KPIs and operational information.
• Helping to develop and maintain hospital policies, procedures and standard operating processes.
• Promoting effective communication between veterinary surgeons, nurses, reception, administration and management.
• Helping to create a positive, professional and supportive working environment.
• Taking on other reasonable administrative and operational responsibilities to support the effective running of the hospital.

About You

We’re looking for someone who is highly organised, confident and approachable, with the ability to keep on top of multiple priorities in a busy hospital environment.

You’ll ideally have previous experience in an administrative, operational or team leadership role, with strong organisational and communication skills. Experience within a veterinary, healthcare, medical or similarly fast-paced environment would be advantageous, but we’re more interested in your ability to take ownership, support people and keep things moving.

You’ll Be Someone Who

• Is confident coordinating people, processes and competing priorities.
• Has excellent communication and interpersonal skills.
• Can build positive relationships with both clinical and non-clinical teams.
• Is comfortable handling sensitive conversations, client concerns and complaints.
• Has a proactive approach and looks for ways to improve how things are done.
• Is highly organised and pays close attention to detail.
• Can remain calm and professional in a busy, sometimes unpredictable environment.
• Is confident using administrative systems and Microsoft Office.
• Takes pride in delivering a high standard of client service.
• Is supportive, approachable and able to bring out the best in others.

You will work 40 hours per week Monday - Friday, with a small share of weekends on our management on-call rota (phone support only).

Why join us?

At DNA Vetcare, we’re building a different kind of veterinary group - independent, vet-led and focused on doing what’s right for our teams, clients and patients.

With a growing network of veterinary practices and hospitals across the UK, we’re passionate about creating environments where our teams can do their best work, while continuing to invest in our people, facilities and the quality of care we provide.

If you’re an experienced administrator or coordinator who enjoys being at the heart of a busy team and wants to play a key role in keeping a veterinary hospital running at its best, we’d love to hear from you.

About You

About Us

At DNA Vetcare, we don’t just offer jobs—we offer careers with heart, purpose, and endless possibilities. As an independent, award-winning veterinary group, we are redefining pet care across the UK. Our ethos is simple yet powerful: Caring, Professional, Service.

Our mission? To provide the highest standards of veterinary care while nurturing and empowering our teams. Whether your passion lies in clinical excellence, leadership, or personal growth, we create opportunities tailored to your ambitions.

We are expanding our exceptional team—and we’re looking for the best. If you thrive in a dynamic, well-equipped, and incredibly supportive environment, where no two days are the same and the caseload is as diverse as your interests, then this is the place for you. Whether your expertise lies in soft tissue surgery, orthopaedics, internal medicine, ultrasound, ophthalmology, critical care, dermatology, exotics, or customer service, we actively encourage further qualifications and provide the challenging caseloads to support your growth.

Founded in 2006, our surgeries remain proudly independent, and are still led by our two founders who are experienced and passionate veterinary surgeons with years of hands-on expertise. We understand what it takes to create a fulfilling, rewarding, and inspiring career in veterinary medicine.

If you are passionate about pets and progression, your journey starts here.

Take the next step and join a team that truly invests in you.