Job Description

Job Title: Operations Associate

Reporting to: COO (matrix line management with Pod Director, Head of New Practice Operations)

Location:

Primarily based at HelloVet HQ with regular travel to pod locations

Revised: Aug 2025

Working hours/days 40 hours a week (Mon-Fri 09:00-17:00)

Salary:33,000 - 37,000 annual

Summary

We're looking for a proactive and detail-oriented Operations Associate to support our growing Hello Vet clinic network. This role sits within the operations department and will help support many functions of running a group of veterinary practices. Ideal for someone passionate about problem-solving, with an eye for detail and operational excellence, this role offers an exciting opportunity to support the growth of our new and expanding veterinary business.

This role will provide essential administrative and organisational support to ensure the smooth day-to-day running of our department. The person will handle a wide range of tasks, from scheduling meetings to preparing reports and communicating with stakeholders. In essence, they are the "cog in the wheel" that keeps operations functioning efficiently.

About the Role:

As our Operations Associate, you'll serve as the key link between our operations, product, finance and clinical teams.

Key Responsibilities:

Operational Support & Coordination

Support the day-to-day running of clinic operations, including onboarding processes, supplier management, and purchasing. Coordinate equipment servicing and ensure timely maintenance across all locations. Assist in rota preparation and scheduling alongside clinical leads. Support Leads and Directors in the preparation of the review of the performance of group practices and weekly meetings

Finance & Vendor Management

Summarise existing contracts and maintain accurate records of key terms and renewal dates. Help establish and manage ongoing contracts for new clinic pods and service providers. Manage the ordering and tracking of new equipment across clinic locations. Liaise with procurement partners to coordinate timely and accurate deliveries. Track, reconcile, and record business invoices and payments. Prepare operational reports and dashboards to support decision-making across teams. Conduct pricing analyses and reviews.

Process & Product Collaboration

Work with the Product Team to map and document current service flows and identify opportunities for improvement. Configure the systems within the practices to ensure the smooth running of operations
What We're Looking For:

Passionate for detail, will follow through with plans Strong communicator, comfortable multitasking Enjoys problem-solving and is motivated to follow a plan from concept to rollout Loves learning Willingness to get stuck in
Why Join Us?

Be part of a forward-thinking veterinary practice that prioritises innovation and compassionate care. Work in a dynamic digital environment that extends the reach of high-quality veterinary support. Join a supportive and professional team dedicated to excellence in client and patient care.

Skills and attributes

Communication and interpersonal skills

Work by example and be instrumental in creating excellent working relationships: ensuring a pleasant and professional manner is maintained at all times with members of the team, company and clients. Clear and concise communications with the team and clients, via appropriate channels. Respond in a helpful manner to client and team enquiries/requests. Use tact and discretion when working with sensitive and personal issues. Be positive, upbeat and calm under pressure. Empathy and understanding towards patients and people Proven administrative skills and competency in various computer programs.
Technical and software

Comfortable using spreadsheets (Google Sheets or Excel) to manage data, track spend, and support rota and equipment planning. Experience with Google Workspace (Docs, Sheets, Drive) and task/project management tools such as Asana, Trello, or Notion. Ability to quickly learn and navigate new systems (e.g., inventory software, HR platforms, or rota tools). Basic understanding of reporting dashboards or BI tools (e.g., Looker Studio, Tableau, or similar) is a plus. Previous use of RxWorks is a plus.
Service delivery

Assessing performance of digital communication and record to line manager. Support with implementing plans. Comply with and contribute to, the development of practice policies, protocols, quality improvement, and standards and communicate these to the wider team and pet owners, and attend relevant training as required.
Teamwork and motivation

Engage in regular team meetings, be receptive to diverse viewpoints and promoting inclusivity. Demonstrate the Hello vet values at all times Self motivated and motivate others, while maintaining a flexible approach to work in a changing environment. To be reflective of own quality of work and behaviour and provide encouraging support for colleagues. Ability to demonstrate enthusiasm and capacity for hard work Providing a positive contribution to the practice team, to further the reputation and image of the practice.
Planning and organisation

Confident working across clinic, office, and remote teams Respond positively to changes made and ensure understanding of the reasons behind decisions: take an active role in such changes. Make decisions daily regarding order of tasks, to ensure all objectives are completed on time to a high standard. Use personal judgement and initiative to assess systems of work and to suggest constructive solutions to challenges. Adhere to company protocol for time keeping and absence and cooperate in reorganisation to accommodate sickness and clinical emergencies and ensure patient and client service are maintained.
Initiative and problem solving

Use initiative to pre-empt potential problems and find solutions or seek assistance where necessary.
Implement change as required: following procedure and informing teams of changes.

Participate in discussions of operational differences and use personal judgment to assess systems of work and to suggest develop and implement effective and constructive solutions to challenges and obstacles in the practice to incorporate efficiency to all services.
Flexibility

Proactive in sharing workloads and 'mucking in' Be receptive for continuous changes and improvements. Maintain a flexible approach and dedication to work in a busy environment Proactive, resourceful and ability to multitask As this is a new role, it is essential for a degree of flexibility and the post holder may be required to perform work not specifically referred to above
Job Types: Full-time, Permanent

Pay: 33,000.00-37,000.00 per year

Schedule:

Day shift Monday to Friday No weekends
Language:

English (preferred)
Work Location: In person

Application deadline: 20/07/2025
Reference ID: OAAugust25
Expected start date: 08/08/2025