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Office Assistant & Insurance Coordinator – Part-Time

Join Our Team at Gil Riley Equine Vets

Gil Riley Equine Vets is a small, independent equine ambulatory and clinic practice based in Dale Abbey. We are a growing team with a genuine passion for horses, their owners and providing excellent care with a friendly face.

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Our reception team plays a really important part in the practice. You will often be the first person our clients speak to, whether that's over the phone, by email or when they walk through the door.

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We are looking for a friendly, organised and enthusiastic person to join our team as an Office Assistant & Insurance Coordinator.

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If you're a people person, love horses, enjoy keeping things organised and like being part of a small, supportive team, we'd love to hear from you!

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The Position

Permanent, part-time position – 20 hours over 4 days

 

What We Offer

  • Salary according to experience, starting from the National Living Wage

  • Statutory sick pay and holiday allowance, including bank holidays

  • Uniform provided

  • Discounted veterinary care for your nominated equine

  • Staff outings, lunches and plenty of treats!

  • Full training on our practice management system

  • Opportunities for additional hours and overtime when holiday or staff cover is required, by mutual agreement

Closing date for applications: 24th August 2026

The Role

As a small independent practice, we all muck in and help each other, so we're looking for someone who is resourceful, organised and happy to lend a hand wherever needed.

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Your main role will be working as part of our office team, providing a friendly, helpful and efficient service to our clients.

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When things are a little quieter on reception and the phones, you will also support the practice with insurance administration and coordination, helping to keep claims moving and making the process as straightforward as possible for our clients.

Client Care

  • Welcoming clients to the practice and registering new clients

  • Making sure our clients feel welcomed, valued and listened to

  • Providing empathy and understanding when clients are dealing with difficult or emotional situations

  • Supporting clients through sensitive situations while remaining professional and caring

Insurance Coordination

  • Assisting clients with completing and processing insurance claim forms

  • Gathering information and supporting documentation required for claims

  • Liaising with owners, insurance companies and the veterinary team

  • Following up outstanding forms, information and claim updates

  • Keeping accurate records of claims and their progress

  • Ensuring insurance paperwork is completed accurately and returned promptly

  • Communicating clearly and sensitively with clients regarding their claims

Communication & Appointments

  • Handling incoming telephone calls and enquiries

  • Scheduling appointments efficiently and accurately

  • Responding to client queries by telephone, email and in person

  • Communicating clearly and professionally with clients and veterinary practices

Veterinary & Practice Administration

  • Preparing and dispensing medications as required

  • Organising patient information using our in-house practice management system

  • Liaising with other veterinary practices regarding patient information and requirements

  • Processing payments and assisting with general administrative tasks

  • Following up outstanding paperwork and tasks to make sure they are completed

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Who We're Looking For

We're looking for someone who is friendly, approachable and genuinely enjoys helping people. Someone who can have a laugh with the team, but also knows when attention to detail and professionalism are really important.

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You will ideally have:

  • Previous customer service experience – essential

  • Good equine knowledge – essential

  • Previous experience handling insurance claims would be a bonus, but is not essential

  • Excellent attention to detail

  • A proactive approach and the ability to follow tasks through to completion

  • Good organisational skills and the ability to prioritise

  • A positive attitude and willingness to learn

  • Strong verbal and written communication skills

  • Genuine empathy and the ability to remain calm and professional during emotional situations

  • Confidence working independently while also being a supportive member of a small team

  • Good computer skills; experience with Microsoft Office would be advantageous

  • A willingness to learn our systems and processes – full training will be provided

  • Be a non-smoker/non-vaper

  • Hold a full UK driving licence

How to Apply

If you think this sounds like the sort of role you'd enjoy, we'd love to hear from you!

Please send your CV and a covering letter explaining your equine knowledge, relevant qualifications, customer service experience, future goals, salary expectations and why you'd like to join Gil Riley Equine Vets.

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Closing date for applications: 24th August 2026

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Please send applications to:

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