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Office & Clinical Administrator

This role reports directly to the Executive Assistant to The Clinical Team and will work alongside the Care Team and the Credit Controller assisting with all types of administration duties. We are looking for a proactive, enthusiastic and approachable person who is a great team player but is also able to self-motivate. Client care experience, excellent interpersonal skills and the ability to multi-task are a must. This role may suit an RVN looking for a change of career or an experienced administrator with experience of working in a veterinary environment. The role consists of a 40-hour week with varying shifts to cover Monday - Friday, 8am - 7pm with occasional weekends with a day back in lieu.

Main Roles and Responsibilities


  • Providing administrative support to the Clinical Team, Client Care Team and Executive Assistant to The Clinical Team when required.
  • Assisting to ensure referral letters are typed, checked, distributed, and attached to patient records in a timely and efficient manner
    • Overflow dictations
    • Top and tailing letters
  • Insurance
    • Submitting claims
    • Following up on claims
    • Asking clients for claim forms
  • Assisting with general reception and admin duties as required
    • Answering phones
    • Client queries
    • Registering referrals
    • Booking appointments


  • Assist with debt chasing when Credit Controller is away
  • Providing administrative support to operational team members when required
  • Assisting the Operational Support/Compliance Manager with reports and data quality control
  • Assisting with CPD evenings at HSR
  • Organising collection of parcels
  • Opening and unpacking incoming non-clinical parcels
  • Weekly stock checks
  • Regular stationery ordering online
  • Regular trips to purchase non-clinical supplies as required.




Strong computer skills and comfortable working with a variety of office systems;

High attention to detail, accuracy and ability to follow through on tasks; starter-finisher

Proficiency in MS Office (Outlook, Excel and Word, in particular);

Emotionally Intelligent with high level of self-awareness and resilience

Excellent time management skills and the ability to prioritise workload;

Strict confidentiality

Strong organisational skills;

A positive attitude and the ability to work efficiently in a fast-paced environment while maintaining high quality of work

Experience in maintaining clinical protocols and compliance

Adaptable in fast paced, ever-changing environment

Experience in the veterinary industry, preferably clinical

Collaborative team-working

For the right people, we provide:

  • A strong focus on employee wellbeing and mental health, including regular sessions with industry-specific resilience, stress management and performance coaches.
  • A wide range of employee benefits, including private healthcare, monthly wellbeing allowance and supply of fresh fruit
  • A nurturing, friendly and supportive working environment
  • Unlimited career development opportunities, due to our dynamic team structure which is focused on areas of expertise
  • Competitive salary, commensurate with experience
  • Role-related training and development
  • Social Events
  • Pension
  • 4 weeks holiday plus bank holidays

If you are a team player wanting to make a difference, looking to work in a fun and nurturing environment with great training, development opportunities and a strong focus on employee well-being then we want to hear from you.

If you are interested in joining our dynamic and supportive team, please send your CV and covering letter to careers@hamiltonspecialists.vet

Job Title
Office & Clinical Administrator
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