Executive Assistant

Job Description

Executive Assistant
Albyn Hospital
37.5 Hours & Permanent
Salary: Up to £39,000.00 per year (depending on level of experience, training and qualification)

Albyn Hospital in Aberdeen is part of Circle Health Group, Britain’s leading provider of independent healthcare.

Responsibilities

• Provide professional and confidential support to the SMT, including diary management, email handling, document preparation, and timely dissemination of key information.
• Coordinate internal and external communications, screen calls and visitors, and relay messages accurately and efficiently.
• Prepare high-quality reports, presentations, and meeting packs using Microsoft Office tools, ensuring a consistent and professional format.
• Manage the full cycle of hospital meetings including the Medical Advisory Committee (MAC), governance, operational, and financial meetings.
• Issue agendas and supporting documents in advance, attend meetings, take accurate minutes, and ensure prompt circulation of actions and outcomes.
• Track and follow up on action points to ensure completion and accountability.
• Oversee the accurate and up to date maintenance of consultant practising privileges documentation in line with CHG policies.
• Serve as the first point of contact for complaint handling, ensuring all complaints are acknowledged, investigated, and managed in line with CHG’s Complaints Policy.
• Manage travel arrangements for the SMT, including booking transport, accommodation, and meeting venues as required.

Qualifications

• Proven experience as an Executive Assistant or senior level administrative support within a fast paced environment.
• Excellent organisational and time management skills with the ability to prioritise and manage multiple tasks.
• Strong verbal and written communication skills, with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• High level of discretion, professionalism, and attention to detail.
• Confident in working with senior leaders, consultants, and multidisciplinary teams.
• Experience within a healthcare, hospital, or regulated environment.
• Knowledge of medical terminology or governance processes (e.g. MAC, clinical complaints).
• Familiarity with systems such as consultant databases.
• Event coordination and minute taking experience in formal meeting settings.

Salary & Benefits

• 25 days holiday per year + bank holidays, increasing to 30 days with service
• Private Healthcare Scheme for treatment at our hospitals, covering pre existing medical conditions
• Friends & Family Hospital Discounts
• Family Friendly policies, including enhanced Maternity, Paternity & Adoption pay
• Non contributory life insurance
• Staff engagement hub with access to discounts and extensive rewards and voluntary benefits
• Access to resources, tools and services to support your wellbeing
• Employee recognition programmes
• Industry leading training and development opportunities

Circle Health Group is committed to creating a diverse workforce and offers equal opportunities to all candidates.