Executive Assistant

Job Description

Executive Assistant – Albyn Hospital, Aberdeen

Albyn Hospital, part of Circle Health Group in Aberdeen, is a leading independent healthcare provider offering complex surgery across the UK’s private sector. This role provides full time executive support within the Senior Management Team.

Role: Executive Assistant (37.5 hrs per week) with a flexible shift pattern. Salary up to £39,000 per year depending on experience, training and qualification.

Duties

• Provide professional and confidential support to the Senior Management Team, 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, ensuring a consistent and professional format.
• Manage the full cycle of hospital meetings (Medical Advisory Committee, governance, operational and financial meetings) – issue agendas, attend meetings, take accurate minutes and circulate actions and outcomes promptly.
• Track and follow up on action points to ensure completion and accountability.
• Oversee 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 Senior Management Team, including booking transport, accommodation and meeting venues as required.

Qualifications & Experience

• 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 consultant database systems.
• Event coordination and minute taking experience in formal meeting settings.

Salary & Benefits

• Competitive starting salary up to £39,000 per annum.
• 25 days holiday per year + bank holidays, increasing to 30 days with service.
• Private Healthcare Scheme covering pre existing medical conditions.
• Friends & Family Hospital Discounts.
• Family friendly policies including enhanced maternity, paternity and adoption pay.
• Non contributory life insurance.
• Staff engagement hub with discounts, rewards and voluntary benefits.
• Access to resources, tools and services to support wellbeing.
• Employee recognition programmes.
• Industry leading training and development opportunities.