You'll provide proactive, high-quality support to 2 senior leaders - the HR Director and the IT Director - ensuring seamless coordination of complex diaries, meetings, and travel. You'll champion digital adoption and process efficiency, leveraging tools like Microsoft 365 and Copilot to streamline workflows and enhance productivity. Maintaining a visible, professional presence across multiple sites, you'll support event and leadership engagements, and foster strong relationships both internally and externally. By collaborating with the wider PA community, sharing best practices, and embracing continuous improvement, you'll deliver reliable, confidential, and sustainable support that empowers leaders and contributes to the overall effectiveness of the function and service they support, and overall Diagnostics & Secondary Care London. It's a busy role and you'll need to be flexible! One day you could be supporting organising an event, then another capturing notes at a meeting, then designing PowerPoint presentations and meeting and greeting people on site.
Digital Adoption and Process Improvement
- Champion digital adoption within the PA community, using tools such as Microsoft Copilot, Teams, SharePoint, Power Automate and Forms to improve efficiency.
- Identify opportunities to simplify processes, automate routine tasks, reduce unnecessary email traffic, and continuously improve ways of working.
- Support digital record-keeping, meeting documentation and file management to a consistently high standard.
- Encourage the consistent use of shared drives, templates and systems to reduce duplication and improve visibility of information.
On‑Site & Event Support
- Provide a regular, visible and professional presence across hospital and diagnostic sites, aligning on‑site working patterns with business and leadership needs.
- Support onsite events, collaborative sessions and leadership meetings, including room setup, AV arrangements, refreshments, and catering where required.
- Welcome, host and support visitors, partners and VIP guests, ensuring a polished, professional and warm experience.
- Assist with organising leadership visits, operational walkabouts, tours and on‑site engagements.
- Offer flexibility to work across different London sites, and with different directors, when required to ensure service continuity and effective cover.
Team Contribution & Continuous Improvement
- Collaborate closely with the wider PA and administrative community to ensure seamless cover and consistent service across the executive team.
- Share best practice, tools, tech, and ideas to continuously raise the quality of the PA service.
- Participate in team check-ins, skills sharing and professional development sessions.
- Contribute ideas to enhance team effectiveness and overall leadership support.
Qualifications
- Proven relevant experience as a PA or EA supporting senior leaders in a fast‑paced, multi‑site environment.
- Highly skilled in complex diary management for 2 busy stakeholders.
- Proven ability to work independently with minimal supervision or guidance.
- Strong digital capability, including Microsoft 365, Teams, SharePoint, PowerPoint and Excel.
- Comfortable using and learning AI tools and automation platforms.
- Excellent communication, relationship‑building and influencing skills.
- Highly organised with meticulous attention to detail and the ability to manage multiple priorities.
- Professional, proactive, discreet and resilient under pressure.
- Able to balance hybrid working with regular on‑site presence across London hospitals and diagnostics as needed.
- Experience in event management, project coordination or communications.
Benefits
- 25 days holiday pro rata, increasing through length of service, with option to buy or sell.
- Private Medical Health Insurance as a benefit in kind.
- An enhanced pension plan and life insurance.
- Various other benefits and online discounts.
Bupa is a Level 2 Disability Confident Employer. This means we aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role. We'll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.
