Job overview
*FIXED TERM CONTRACT FOR 12 MONTHS- COVERING MATERNITY LEAVE*
An exciting opportunity has arisen for a highly organised dynamic and enthusiastic individual to join the Trust and be an Executive Assistant (EA) to the Commercial Director (CD). The post is based in Imperial Private Healthcare (IPH). This post will be for 37.5 hours a week worked over 5 days, based at St Mary's.
To succeed in this role, you will need to possess excellent organisational and communication skills as well the ability to work independently. Applicants will need to show they are competent at balancing competing priorities, as well as being flexible, focused, resilient and be able to build relationships quickly. The successful candidate will have significant proven experience of providing executive assistance support, as well as experience in working in an extremely busy and demanding but rewarding environment.
The EA will provide a pivotal support role in the delivery of the Commercial Directors portfolio, ensuring standards are maintained in line with regulatory and best practice quality governance requirements.
Main duties of the job
•Consultant administration
• Management and processing of LTA contracts and Observerships for Consultants and clinical staff working in IPH
• On boarding of new consultants (including liaising with service managers)
• Undertaking local consultant inductions (for LTA consultants)
• Maintain eroster for LTA consultants
• Updating and monitoring governance documents ensuring CQC compliance
• Liaising with honorary contracts team/ revalidation and appraisal team/ medical HR
• Audits and complete action plans
• Organise consultant meetings/ draft correspondence on behalf of CD, IPH
• Updating IPH staff regularly on consultant starters/leavers
• Involved in updating consultant information
• Go to person for consultant enquires
• Organising MAC
• Maintaining consultant directory with Marketing manager
• Draft correspondence for IPH Clinical Director/ meetings
• Diary management
• Organising/ liaising regarding various IPH/ Commercial meetings
• Organising/ agenda/minutes etc Monthly Committee meetings (Management/ Quality/ Operational)
• Organise monthly Finance meetings
• Organise 121’s for Director staff
• Maintain Director’s staff on e-roster
• Executive complaints (liaise with complainant/ Trusts complaints dept./ legal department/ ISCAS)
• ERAFs
• Point of contact for all general queries, signposting
• Administration
• Organise travel/ accommodation for senior staff (UK and abroad) for senior staff
• Room bookings (Trust/ seminar room/ CXH Consultants lounge)
• Expense claims for senior staff
• Procurement (ordering/ dealing with invoices/ authorising)
• Maintaining IPH share drives
• Meeting organisation (agenda/ minutes/ actions)
• Monthly debt meeting
• Other
• FOI
• Projects
• Monthly updating IPH section for Trust org chart
Working for our organisation
At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.
Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.
Detailed job description and main responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.
For both overviews please view the Job Description attachment with the job advert.
Person specification
Education/ qualifications
Essential criteria
1. Post graduate diploma or equivalent experience
Experience
Essential criteria
2. Understanding/knowledge of Trust Consultant Governance and compliance
3. Demonstrable experience of EA role
4. Good written communication skills
5. Advanced experience of using Microsoft Word, Excel, PowerPoint and Outlook
6. Advanced minute and note taking
Desirable criteria
7. Knowledge of the NHS environment and Patient Administration Systems would be advantageous but is not essential.
8. Knowledge of working in a private Healthcare setting
9. Advanced experience of Microsoft project management
10. Typing speed of 65 wpm
Skills/knowledge/ abilities
Essential criteria
11. Experience of working for a director
12. Experience of working within a multidisciplinary team
13. Previous experience of staff and office management
14. Ability to communicate effectively with Directors and senior managers both within and external to the organisation
Right to work
If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on
Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).
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