Job Title: Out of Hours Admin Support

Location: Eastcott Veterinary Referrals

Job Type: Full-time, Fixed Term

Hours: Average: 30 hours per week

Shifts: Monday–Friday: 6:00pm – 12:00am

Saturday: 9:00am – 2:00pm

Sunday: 10:00am – 3:00pm

Are you calm under pressure, highly organised, and compassionate with people during stressful moments? Do you thrive in a fast-paced environment where no two shifts are the same?

Eastcott Veterinary Hospital is looking for an Out of Hours Administrator to play a vital role in supporting our emergency and critical care service during evenings and weekends.

About the Role

This is a non-clinical but essential position within our Out of Hours (OOH) team. You’ll be the first point of contact for worried pet owners and partner practices, ensuring emergencies are handled smoothly, professionally, and with empathy.

Working closely with our OOH clinical team, you’ll help coordinate emergency admissions, manage communications, and keep everything running efficiently during twilight, overnight, and weekend hours.

What You’ll Be Doing

• Acting as the first point of contact for clients and partner practices

• Handling incoming calls and providing basic triage, escalating to clinicians as needed

• Coordinating emergency referrals and patient transfers

• Welcoming clients on arrival and supporting them until clinical staff are available

• Managing sensitive and emotionally charged conversations with professionalism and care

• Registering new clients and maintaining accurate patient records

• Processing invoices, payments, and insurance documentation

• Managing emergency appointments, overnight caseloads, and the OOH diary

• Ensuring pricing sheets and records are completed in line with SOPs and GDPR

• Supporting the smooth flow and prioritisation of emergency cases

Essential:

• Excellent communication and customer service skills

• Calm, resilient, and confident in high-pressure situations

• Highly organised with strong attention to detail

• Comfortable working unsociable hours, including evenings, weekends, and bank holidays

• Competent IT skills, including Microsoft Office

Desirable:

• Experience in veterinary, medical, or emergency service administration

• Understanding of veterinary terminology and procedures

• Experience with payments and insurance claims

• Knowledge of the RCVS Code of Conduct

• A proactive, team-focused approach with strong problem-solving skills

Benefits

• 5 weeks holiday plus bank holidays and Birthday Leave 
• Career progression opportunities 
• Staff discount schemes
• Life Assurance 
• Enhanced sickness pay 
• Enhanced equal family leave 
• Employer contribution pension scheme   
• Wellness program including:  
• Employee assistance program 
• Eyecare voucher scheme
• Free annual Flu jab
• Cycle to work scheme
• Recruitment referral reward scheme

Eastcott Veterinary Referrals is part of Linnaeus and Mars Veterinary Health, the largest family-owned veterinary company in the world. Being privately owned, we can truly be driven by our purpose, to create a better world, and think long-term as opposed to being focused solely on short-term profits.   

At Linnaeus, A BETTER WORLD FOR PETS starts with a better world for our people. Our Associates are over 6000 strong and empowered to speak up, step up and deliver quality services. You’ll have access to a huge network of specialists, worldwide development opportunities and an easily accessible, comprehensive wellbeing package that prioritises your physical and mental health, allowing you to focus on what you do best – care for pets.   

We are committed to fostering a culture that is inclusive and diverse, we care about you and want you to be authentic, with everything you need to perform at your best. We are all individual but two important things bring us together: a commitment to excellence and our passion to achieve our purpose.  

All applications with the relevant skills and qualifications will be carefully considered. If you need any support in completing your application or simply want to find out more about Eastcott Veterinary Referrals, Linnaeus or the role, please contact our Talent Acquisition team at [email protected]. 

#LI-OH1 #LI-Onsite 

Salary Value: £19,827.75 per annum;