PRINCIPAL MEDICAL LIMITED
Executive Assistant
Bicester
Posted about 20 hours ago
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Role Accountabilities
Administrative & Operational Support
Provide comprehensive administrative support, managing a range of routine tasks and some moderately complex activities within defined procedures.
- Complete administrative tasks such as data entry, document production, meeting preparation, filing systems maintenance, and correspondence handling with accuracy and minimal checking required.
- Support the organisation of schedules, appointments, and service workflows, seeking guidance for non-routine issues when necessary.
- Prepare reports, spreadsheets, and documents based on established templates or guidance, ensuring accuracy and professionalism.
Information & Records Management
- Maintain, update, and organise records and data systems in line with organisational and NHS procedures.
- Identify basic data inconsistencies and escalate issues appropriately.
- Support data collection, simple analysis, and the preparation of information for audits or monitoring activities under direction from the Specialist Administrator or Manager.
- Ensure secure handling and storage of information, following GDPR, confidentiality, and governance standards.
Communication, Coordination & Service Support
- Act as a professional and reliable first point of contact for internal and external enquiries, including patients, colleagues, and partner organisations.
- Respond to enquiries with confidence, using judgement to resolve routine matters and referring more complex or specialist queries appropriately.
- Support effective communication within the team by circulating information, following up on actions, and ensuring accurate message handling.
- Demonstrate strong customer service skills, with sensitivity to patient needs and service user experience.
Confidentiality, Compliance & Governance
- Work in full compliance with organisational and NHS policies, carrying out tasks in line with established processes and governance frameworks.
- Recognise when issues fall outside role boundaries and escalate appropriately.
- Maintain high standards of accuracy and adherence to confidentiality, ensuring safe handling of sensitive information.
Team Contribution & Continuous Improvement
- Work collaboratively with colleagues, supporting team objectives and contributing to a positive, professional working environment.
- Assist in guiding and supporting less experienced administrators (e.g., entry-level roles or new starters) by sharing knowledge and demonstrating good practice.
- Prioritise workload effectively, working without close supervision but within clear parameters and defined tasks.
- Participate in service improvement activities, offering suggestions to improve administrative processes, while recognising limits of own authority and seeking approval before implementing changes.
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Executive Support & Diary Management
- Manage executive diaries, appointments, and scheduling to support effective time management.
- Manage and prioritise correspondence, calls, and communications.
- Provide timely reminders and follow-up support to ensure deadlines are met.
- Support the Executive Assistant with day-to-day coordination and administrative tasks.
Corporate Meetings & Governance Administration
- Coordinate the scheduling and logistics of corporate meetings.
- Prepare and distribute agendas, papers, and meeting packs.
- Produce accurate minutes and track actions to support follow-up and accountability.
- Maintain governance documentation in line with organisational standards.
Stakeholder Engagement & Information Management
- Maintain accurate and up-to-date stakeholder and contact records.
- Liaise with internal and external stakeholders, including in the absence of the Executive Assistant.
- Coordinate content for internal communications such as website and newsletters.
- Act as a link between senior leaders and IT teams to support information sharing.
Operational & Research Support
- Conduct research and prepare briefings to support decision-making.
- Assist in the preparation of reports, presentations, and correspondence.
- Provide logistical and coordination support for events and key activities.
- Ensure documentation is accurate, well-organised, and accessible.
Person Specification
Qualifications
- Minimum of five GCSEs A to C including minimum grade C in English. Essential
- NVQ Level 4 in Business Administration or experience of working as a senior administrative support to a senior manager or Executive. Desirable
Experience
- Experience supporting an Executive Director, CEO or similarly senior leader. Essential
- Experience preparing, collating and quality-checking papers, agendas, action logs and correspondence. Essential
- Experience handling confidential and sensitive information with tact, discretion and emotional intelligence. Essential
- Strong experience using Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams. Essential
- Experience minute-taking or capturing decisions, actions and key discussion points in senior meetings. Essential
- Experience working in an organisation undergoing growth, service change or operational development. Desirable
- Experience supporting more than one senior stakeholder while maintaining clarity of priorities. Desirable
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Skills & Knowledge
- Comfortable working at pace while maintaining quality. Essential
- Comfortable being office based and helping create visible, reliable executive presence. Essential
- Strong organisational skills with the ability to manage own workload within defined procedures. Essential
- Ability to follow established policies, guidance, and processes reliably. Essential
- Good written and verbal communication skills. Essential
- Confident in responding to routine enquiries and knowing when to escalate. Essential
- Competent IT skills including Microsoft Office (Word, Excel, Outlook) and data systems. Essential
- Ability to prepare basic reports, spreadsheets, and documents independently. Essential
- Ability to work effectively as part of a team and contribute to team priorities. Essential
- Understanding of confidentiality, GDPR, and safe information governance practices. Essential
- Understanding of customer service principles. Essential
- Comfortable supporting new or less experienced colleagues. Desirable
- Awareness of the role of administrative governance in a healthcare or organisational setting. Desirable
- Knowledge of NHS systems, processes, or terminology. Desirable
- Accurate data entry and strong attention to detail. Desirable
Behaviours & Attributes
- Professional, polite, and approachable manner. Essential
- Commitment to teamwork and supporting others. Essential
- Maintains calm and professionalism when dealing with enquiries or busy periods. Essential
- Positive attitude toward learning, improvement, and service quality. Essential
- Willingness to undertake training and development related to the role. Essential
- Flexible approach to meeting service needs. Essential
- Ability to maintain high accuracy and confidentiality at all times. Essential
- Demonstrates reliability, responsibility, and a proactive approach to tasks. Essential
- Ability to work without close supervision while knowing when to seek guidance. Essential
Job Type
Full-time, Permanent, On-site
Benefits
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking
Interviews
Interviews to be held on 28th October.
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