Office Administrator
1 month ago
Obtain and update agendas and prepare associated meeting packs for the CEO and members of SMT, ensuring these are distributed in timely manner in advance of variety of meetings, including Board, Medical Advisory Committee and Senior Management meetings. Organise and book meeting venues for the CEO and SMT, distributing details to attendees at least 1 week in advance. Coordinate and manage CEO diary, setting up reminders when meetings are due and supplying any necessary documentation at least 2 days in advance. Organise and coordinate Consultant meetings on regular basis (4x per year) in order to maintain close working relationships, including finding and booking appropriate venues and accommodation (as required).
Provide administrative support to SMT in the preparation of documentation and information as part of any future tenders, including designing and updating PowerPoint media for use by CEO at meetings with external bodies. Take minutes at confidential meetings, including Executive Board and Medical Advisory Committees, ensuring the final version is distributed to relevant parties within 5 working days, using standard Word template. Organising the supply of office supplies (including tea coffee and other sundries), and overseeing incoming business deliveries, incoming and outgoing post. Work with SMT and other departments to collate information for quarterly newsletter, ensuring this is presented in a professional and readable format and circulating to all locations.
Act as first point of contact for visitors, redirecting calls or on site attendance to appropriate departments / locations as required. Organise head office monthly and annual staff functions, ensuring spend is kept within the approved budget. Coordinate with HR & IT teams to update and maintain internal telephone directory using standard template and ensure this is sent out to clinics on regular basis. Provide administrative support to the CEO under the company charitable giving programme supporting The Gurkha Welfare Trust and Médecins Sans Frontiers, ensuring regular contact details are held for these bodies.
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