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Office Manager / Executive Assistant


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https://www.lloydrecruitment.co.uk/job-search/6315/job2021-06-03 15:33:451970-01-01 Lloyd Recruitment Services Limited
Job Type Temporary / Contract
Location East Grinstead
Area West Sussex, UK West Sussex UK East Grinstead
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

 
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