Overview

The Administrative Assistant is central to keeping referrals for custom-made devices moving accurately and on time, and acts as the day-to-day point of contact for physicians and clinical stakeholders on referral, imaging and planning queries alongside the general running of the European Planning Centre, London.

Responsibilities

Referral & Case Management (organisational skills)

• Monitor, review and input referrals for Custom Made Devices, prioritising to meet service level expectations
• Maintain accurate and up-to-date records of all patient imaging and planning requests received
• Load, delete and maintain patient imaging on Imaging Software in line with data protection standards and defined retention timeframes
• Manage a fluctuating daily caseload, prioritising effectively when referral volume increases

Stakeholder Communication

• Act as the primary point of contact for physicians, physicians' assistants and colleagues in relation to imaging, referrals and queries, maintaining a professional and courteous tone at all times, including under pressure
• Liaise with the Americas and APAC planning offices, supporting the administration duties of the global planning teams as required
• Act as primary contact for liaising with the office vendor
• Welcome visitors to the office as required

Systems, Reporting & General Administration

• Use Microsoft Office (Excel, Outlook, Word) daily to track cases, manage correspondence and produce reports
• Generate departmental statistics and reports upon request
• General office administration, including maintaining office filing systems, stationery and other office supplies

Continuous Improvement & Wider Support

• Work with the team to drive continuous improvement and identify potential efficiencies within the scope of work
• Support the smooth running and co-ordination of in-office training workshops
• Support Global Aortic Therapies projects, as required
• Any other ad-hoc duties as required
• Ensure that COOK's Code of Conduct is complied with in all business matters carried out on COOK's behalf

Qualifications

Essential

• Excellent organisational skills, with the ability to prioritise and manage multiple issues simultaneously, under pressure and against tight deadlines
• Excellent communication and interpersonal skills, with the confidence and professionalism to engage with physicians, physicians' assistants and other clinical stakeholders — including in urgent or difficult conversations
• Excellent customer service skills
• Excellent working knowledge of Microsoft® Office
• Proven problem-solving skills and attention to detail, with clerical speed and accuracy
• High self-motivation and the ability to work unsupervised
• High level of flexibility and a positive, team-oriented attitude
• Compliance with Company policies, including data protection and confidentiality

Desirable

• A relevant qualification (e.g. business administration)
• General office experience gained in a medical or clinical environment