Office Administrator

Job summary

The role will be working with senior leaders and across all other head office functions to ensure that Regents Park Healthcare delivers effective and efficient patient services, working closely with partner Trusts. The successful person will have a lot of exposure to senior leaders and have the opportunity to get involved in long term business development activities.

Main duties of the job

To provide administrative and office services to small head office team including using diary and meeting management, designing presentations and managing office supplies.

The successful candidate will need good level of proficiency in Microsoft 365 applications.

About us

Regent's Park Healthcare is a privately owned healthcare group, specializing in the provision of cardiac services working in partnerships with the NHS.

Our benefits include:

Flexible hours, Company Pension contribution, Monthly Staff lunches, 25 days holiday + bank holidays (rising with service) enhanced sick pay terms, no weekend working, free on site car parking, discounts for family and friends, birthday gifts.

Job description

Job responsibilities

Obtain and update agendas and prepareassociated meeting packs for the CEO and members of SMT, ensuring these aredistributed in timely manner in advance of variety of meetings, includingBoard, Medical Advisory Committee and Senior Management meetings.

Organise and book meeting venues forthe 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 necessarydocumentation at least 2 days in advance.

Organise and coordinate Consultantmeetings on regular basis (4x per year) in order to maintain close workingrelationships, including finding and booking appropriate venues andaccommodation (as required).

Provide administrative support to SMTin the preparation of documentation and information as part of any futuretenders, including designing and updating PowerPoint media for use by CEO atmeetings with external bodies.

Take minutes at confidential meetings,including Executive Board and Medical Advisory Committees, ensuring the finalversion is distributed to relevant parties within 5 working days, usingstandard Word template.

Organising the supply of officesupplies (including tea coffee and other sundries), and overseeing incoming businessdeliveries, incoming and outgoing post.

Work with SMT and other departmentsto collate information for quarterly newsletter, ensuring this is presented ina 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 / locationsas required.

Organise head office monthly andannual staff functions, ensuring spend is kept within the approved budget.

Coordinate with HR & IT teams toupdate and maintain internal telephone directory using standard template andensure this is sent out to clinics on regular basis.

Provide administrative support to theCEO under the company charitable giving programme supporting The Gurkha WelfareTrust and Médecins Sans Frontiers, ensuring regular contact details are heldfor these bodies.

Person Specification

Qualifications

Essential

Intermediate user of Microsoft 365 applications with focus on Outlook and PowerPoint

Experience

Essential

2 years experience of working in an administration capacity, to include diary management.

Desirable

NVQ Level 3 or equivalent in Business Administration.

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