Executive Assistant

Heales Medical Office Based in Hitchin with potential move to St Neots

Salary per annum: 28K-32K DOE

Are you an experienced highly organised and proactive Executive Assistant looking for a varied role within a growing Occupational Health organisation

Heales Medical is a leading provider of Occupational Health services across the UK. We are looking for an Executive Assistant to support the Head of Clinical with delegated support to the SMT and Chief Executive.

This is a key role combining executive support clinical administration operational coordination governance and facilities management. You will work closely with senior leaders clinicians clients suppliers and external stakeholders to ensure the smooth and effective running of our services.

You will provide trusted administrative and operational support across the clinical service ensuring high standards of organisation communication confidentiality and service delivery.

The role is varied and requires someone who can manage competing priorities work independently anticipate requirements and take ownership of tasks and projects.

• Provide senior administrative support to the Head of Clinical and delegated support to the Managing Director and Chief Executive.

• Manage senior diaries calendars meetings agendas papers actions and decision logs.

• Attend SMT meetings and produce accurate confidential meeting notes.

• Lead and coordinate the clinical administration function and support wider clinical teams.

• Prepare correspondence reports presentations and other documentation as required.

• Coordinate clinical schedules capacity planning clinics and administrative workflows.

• Support monitoring of KPIs turnaround times and service performance.

• Coordinate equipment records calibration servicing and repairs.

• Support service planning and client requirements.

• Arrange business travel accommodation and related logistics in line with company policy.

• Support clinical governance audits action plans policies and procedures.

• Maintain accurate records in line with GDPR information governance and regulatory requirements.

• Manage clinical team training records and liaise with HR to ensure compliance.

• Handle confidential clinical employee client and business information appropriately.

• Act as a key liaison between clinicians managers clients suppliers contractors and external stakeholders.

• Support client communications and service queries.

• Identify and implement improvements to administrative processes and systems.

• Support effective use of Occupational Health scheduling and document management systems.

• Coordinate facilities management across Heales Medical locations.

• Liaise with landlords contractors suppliers and internal teams regarding maintenance repairs cleaning utilities and office requirements.

• Support Health & Safety requirements risk assessments incident reporting and compliance checks.

• Maintain facilities documentation and support office moves space planning and clinic room readiness.

• Escalate issues that could affect service delivery staff wellbeing or business continuity.

Where applicable assist with the supervision workload allocation development training and onboarding of clinical administration staff.

• Significant experience in a senior administration Executive Assistant operational or business support role.

• Experience supporting senior managers executives or directors.

• Strong experience managing complex diaries and meetings.

• Excellent organisation planning prioritisation and time-management skills.

• Strong written and verbal communication skills.

• Excellent attention to detail and accuracy.

• Experience handling confidential and sensitive information.

• Strong IT and computer skills.

• A proactive professional and solutions-focused approach.

• The ability to remain calm under pressure and manage competing priorities.

• Confidence working independently and across different teams.

• Experience within Occupational Health healthcare or a regulated environment.

• Clinical governance or compliance experience.

• Line management or team leadership experience.

• Experience monitoring KPIs or service performance.

• Facilities management or Health & Safety experience.

• Experience using clinical Occupational Health scheduling or document management systems.

At Heales Medical youll have the opportunity to:

• Develop your career within a growing Occupational Health organisation.

• Work closely with senior leaders and experienced clinical professionals.

• Gain experience across executive support clinical operations governance and business administration.

• Develop your leadership organisational and problem-solving skills.

• Contribute to service improvements and the continued growth of the organisation.

• Make a meaningful contribution to the health wellbeing and safety of employees across the UK.

We are looking for people who demonstrate our core values:

Professional Caring Respectful Dedicated Trustworthy Disciplined Resilient

Location: St Neots
Hours: Full Time

If youre an experienced organised and proactive Executive Assistant who enjoys working with senior leaders and taking ownership in a varied environment wed love to hear from you.

Apply today and join the Heales Medical team