Executive Assistant

Heales; Hitchin; Remote; GBP 28,000 - 32,000; Full time

Job summary

Heales Medical – Office Based in Hitchin with potential move to St Neots. Executive Assistant role supporting the Head of Clinical, with delegated support to the SMT and Chief Executive.

The salary is £28,000-£32,000 per annum DOE, and the job combines executive support, governance, and facilities management. The successful candidate will manage senior diaries, prepare documents, coordinate governance tasks, and liaise with clinicians, clients, and suppliers to ensure smooth service delivery.

Qualifications

• Significant experience in a senior administration, Executive Assistant, or business support role.
• Experience supporting senior managers, executives, or directors.
• Strong diary management, organisation and time-management skills.
• Excellent written and verbal communication and attention to detail.

Responsibilities

• Provide senior administrative support to the Head of Clinical and delegated support to the Managing Director and Chief Executive.
• Manage senior diaries, calendars, meetings, agendas, papers, actions, and decision logs.
• Attend SMT meetings and produce confidential meeting notes.
• Lead and coordinate the clinical administration function and support wider clinical teams.
• Prepare correspondence, reports, presentations, and other documentation as required.
• Coordinate clinical schedules, capacity planning, clinics, and administrative workflows.
• Support monitoring of KPIs, turnaround times, and service performance.
• Coordinate equipment records, calibration, servicing, and repairs.
• Support service planning and client requirements.
• Arrange business travel, accommodation, and related logistics in line with company policy.
• Support clinical governance, audits, action plans, policies, and procedures.
• Maintain accurate records in line with GDPR and regulatory requirements.
• Handle confidential clinical, employee, client, and business information appropriately.
• Act as a liaison between clinicians, managers, clients, suppliers, and external stakeholders.
• Support client communications and service queries.
• Identify and implement improvements to administrative processes and systems.
• Support effective use of Occupational Health scheduling and document management systems.
• Coordinate facilities management across Heales Medical locations.
• Liaise with landlords, contractors, suppliers, and internal teams regarding maintenance and safety.
• Escalate issues that could affect service delivery, staff wellbeing, or business continuity.
• Assist with supervision, workload allocation, development, training, and onboarding of staff where applicable.

Skills

Senior administration experience

Executive assistance

Diary management

Stakeholder communications

IT skills

Tools

MS Office

Calendar software

GDPR/compliance knowledge

Job description

Executive Assistant

Heales Medical – Office Based in Hitchin with potential move to St Neots

Salary per annum: 28K-32K DOE

Overview

Are you an experienced, highly organised, and proactive Executive Assistant looking for a varied role within a growing Occupational Health organisation?

Heales Medical is a leading provider of Occupational Health services across the UK. We are looking for anExecutive Assistantto support theHead of Clinical, with delegated support to theSMT and Chief Executive.

This is a key role combining executive support, clinical administration, operational coordination, governance, and facilities management. You will work closely with senior leaders, clinicians, clients, suppliers, and external stakeholders to ensure the smooth and effective running of our services.

About the Role

You will provide trusted administrative and operational support across the clinical service, ensuring high standards of organisation, communication, confidentiality, and service delivery.

The role is varied and requires someone who can manage competing priorities, work independently, anticipate requirements, and take ownership of tasks and projects.

Key Responsibilities

Executive & Clinical Support

• Provide senior administrative support to the Head of Clinical and delegated support to the Managing Director and Chief Executive.

• Manage senior diaries, calendars, meetings, agendas, papers, actions, and decision logs.

• Attend SMT meetings and produce accurate, confidential meeting notes.

• Lead and coordinate the clinical administration function and support wider clinical teams.

• Prepare correspondence, reports, presentations, and other documentation as required.

Operations & Service Delivery

• Coordinate clinical schedules, capacity planning, clinics, and administrative workflows.

• Support monitoring of KPIs, turnaround times, and service performance.

• Coordinate equipment records, calibration, servicing, and repairs.

• Support service planning and client requirements.

• Arrange business travel, accommodation, and related logistics in line with company policy.

Governance & Compliance

• Support clinical governance, audits, action plans, policies, and procedures.

• Maintain accurate records in line with GDPR, information governance, and regulatory requirements.

• Manage clinical team training records and liaise with HR to ensure compliance.

• Handle confidential clinical, employee, client, and business information appropriately.

Stakeholder & Process Management

• Act as a key liaison between clinicians, managers, clients, suppliers, contractors, and external stakeholders.

• Support client communications and service queries.

• Identify and implement improvements to administrative processes and systems.

• Support effective use of Occupational Health, scheduling, and document management systems.

Facilities Management

• Coordinate facilities management across Heales Medical locations.

• Liaise with landlords, contractors, suppliers, and internal teams regarding maintenance, repairs, cleaning, utilities, and office requirements.

• Support Health & Safety requirements, risk assessments, incident reporting, and compliance checks.

• Maintain facilities documentation and support office moves, space planning, and clinic room readiness.

• Escalate issues that could affect service delivery, staff wellbeing, or business continuity.

Team Support

Where applicable, assist with the supervision, workload allocation, development, training, and onboarding of clinical administration staff.

To Be Successful in This Role, You Will Demonstrate

• Significant experience in a senior administration, Executive Assistant, operational, or business support role.

• Experience supporting senior managers, executives, or directors.

• Strong experience managing complex diaries and meetings.

• Excellent organisation, planning, prioritisation, and time-management skills.

• Strong written and verbal communication skills.

• Excellent attention to detail and accuracy.

• Experience handling confidential and sensitive information.

• Strong IT and computer skills.

• A proactive, professional, and solutions-focused approach.

• The ability to remain calm under pressure and manage competing priorities.

• Confidence working independently and across different teams.

Desirable

• Experience within Occupational Health, healthcare, or a regulated environment.

• Clinical governance or compliance experience.

• Line management or team leadership experience.

• Experience monitoring KPIs or service performance.

• Facilities management or Health & Safety experience.

• Experience using clinical, Occupational Health, scheduling, or document management systems.

Why Join Heales Medical?

At Heales Medical, you'll have the opportunity to:

• Develop your career within a growing Occupational Health organisation.

• Work closely with senior leaders and experienced clinical professionals.

• Gain experience across executive support, clinical operations, governance, and business administration.

• Develop your leadership, organisational, and problem-solving skills.

• Contribute to service improvements and the continued growth of the organisation.

• Make a meaningful contribution to the health, wellbeing, and safety of employees across the UK.

Our Values

We are looking for people who demonstrate our core values:

Professional | Caring | Respectful | Dedicated | Trustworthy | Disciplined | Resilient

Location:St Neots
Hours:Full Time