Office Manager / Executive Assistant
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| Job Type | Temporary / Contract |
| Location | East Grinstead |
| Area | West Sussex, UK |
| Sector | Office Support |
| Salary | £30K DOE |
| Start Date | Immediate start |
| Advertiser | Nicola Francis |
| Telephone | 01342 325 316 |
| Job Ref | NF10898 |
- Description
- Lloyd Recruitment Services are working with a reputable company in East Grinstead who are currently in search of an Office Manager / Executive Assistant. The ideal candidate will be responsible for providing effective daily support to the Director and the company. You will co-ordinate the Directors schedule, monitoring their activity and coordinating their wider professional and personal commitments. You will be forward-thinking, proactive and a fast-learner in order to respond to a fast-paced environment. The successful candidate will take sole responsibility for managing the Directors time effectively, and for making arrangements for their travel, scheduling and any ad-hoc responsibilities deemed necessary.
The Office Manager / Executive Assistant will also line manage the team of Coordinators and Administration team and will be responsible in combination with the Director and Operations (and the wider Leadership Team) for coordinating and reporting on the day-to-day operational management of administrative tasks and duties. The individual will ensure smooth running of administrative processes and support by maintaining, operating, and developing appropriate office systems.
Executive Assistant Responsibilities:
These responsibilities look to ensure the provision of high-quality customer service, personal assistant level support to the Director
Act as the first point of contact for all forms of communication
Manage complex diary arrangements for both clinical and personal schedules, including international travel
To scribe for planned and ad hoc meetings as required and to support the company’s Directors in ensuring a robust governance framework is in operation
Manage in and outbound correspondence on behalf of the Director and liaise with them closely to ensure effective management of confidential and business critical information.
The ensure the effective use of all IT systems to enable utilisation of a client database to record information, book appointments and review client data on a regular basis
To be responsible for the Director’s documentation relating to their credentials and ensure these are maintained up to date
Work closely with Accounts for raising invoices for the Director’s fees
To develop accurate knowledge of company’s client pathways and protocol and to assist the Director in the delivery of extraordinary levels of client care
Office Manager Responsibilities
Lead the administration teams, ensuring effective working patterns are in place to complete all necessary administration work in a timely fashion
Encourage proactive management of customer sales to maximise conversions and activity
Ensure a professional “front-of-house” response to all client and stakeholder interactions
Ensure that the administration team provides appropriate support to the relevant teams
To support the senior management team in developing a client focused service
To provide an effective, caring, high quality service within a pressurised environment
To monitor and performance manage the administration staff to ensure all duties are managed efficiently (completing annual appraisals and regular review meetings)
To roster all administration staff within the company ensuring all services are adequately covered
Ensure the office is clean, organised and a safe working environment for staff and visitors
To be able to work both independently as a member of the leadership team
To develop and maintain a Personal Development Plan, and use this actively to participate in personal development opportunities
To participate in team meetings and in-service training and Heads of department meetings
Participate in the induction, training and support of new staff in the department/to the company as required
General
Work with colleagues in a collaborative way to optimize use of resources and improve the performance of the department
Ensure that information relevant to the job is shared/passed on to colleagues promptly as appropriate
Develop effective working relationships and assist in facilitating effective communication pathways with all colleagues
Provide cover for colleagues as requested
To act in accordance with company policies and procedures at all times
To comply with all legal requirements including company regulations
Undertake any other duties appropriate to the post
Experience
Previous experience in Office Management
Demonstrable experience of leading administrative teams and identifying and delivering improvements
Experience of developing and managing database systems
Experience of managing others to deliver quality services
Previous experience of working in a pressurised sales environment
Desirable requirements
Certificate Management qualification
Worked in an administrative function in a healthcare environment
Experience of working in a commercially focus setting
Office Manager in a healthcare environment
Experience of working with Healthcare Insurance companies
Experience of working with Credit control
Experience of working with credit finance companies
Education / Qualifications
Good general education to at least ‘A level’ standard, or equivalent (including GCSE or equivalent in English Language)
Formal secretarial training or previous Management experience
Undertaken training or expert in the use of MS word, Excel, Power Point and access
Must be a driver due to location
Must be available for an immediate start
Temp to perm
Salary up to £30,000 DOE
NB: Lloyd Recruitment Services would like to thank you for taking the time to apply, however due to the volume of applications received, we are only able to contact shortlisted candidates
