Executive Assistant

Jobs and Business Glasgow; Scotland; On-site; GBP 19,000 - 24,000; Part time

Job summary

Jobs and Business Glasgow is seeking an experienced Executive Assistant to provide comprehensive PA and administrative support to the Lead Clinician and Director of Clinical Services. You will manage diaries, coordinate meetings, prepare agendas and minutes, handle confidential information, and support governance and clinical strategy across the hospice.

The role requires advanced Microsoft Office skills, excellent communication and organisational abilities, and the ability to work independently

Qualifications

• Secretarial qualification or equivalent.
• Experience working with senior managers or executives.
• Advanced Microsoft Office skills.
• Excellent communication and interpersonal skills.
• Strong organisational and time management abilities.
• Excellent secretarial and administrative skills.
• Ability to work independently and as part of a team.
• High level of attention to detail.
• Flexible approach and ability to manage competing priorities.

Responsibilities

• Provide professional PA support, including complex diary management for senior clinical leaders.
• Organise and coordinate internal and external meetings, conferences and events.
• Prepare agendas, collate papers and take accurate minutes.
• Manage correspondence, maintain filing systems and ensure accurate record keeping.
• Support clinical governance processes, regulatory reporting and evidence gathering.
• Maintain policy directories and monitor review schedules.
• Handle confidential information in accordance with GDPR requirements.
• Support hospice-wide administration functions and provide cover when required.
• Contribute to process improvements and the ongoing development of administrative systems.
• Work collaboratively with colleagues across departments to support organisational objectives.

Skills

MS Office

Communication

Organisation

Secretarial skills

Independence

Attention to detail

Flexibility

Education

Secretarial qualification or equivalent

Tools

Microsoft Office Suite

Job description

Executive Assistant

Executive Assistant

30 hours per week, between Mon to Friday

£21,519 (FTE £26,899)

Are you an experienced administrator with exceptional organisational skills and a passion for supporting senior leaders? We are looking for a highly motivated and professional Executive Assistant to join our Administration Team and play a key role in supporting our senior clinical leadership team.

This is an exciting opportunity to work within a respected hospice environment where compassion, professionalism and teamwork are at the heart of everything we do.

As Executive Assistant, you will provide comprehensive PA and administrative support to the Lead Clinician and Director of Clinical Services. You will be responsible for diary management, coordinating meetings, preparing agendas and minutes, managing confidential information, and supporting key governance and clinical strategy activities across the hospice.

You will be a trusted first point of contact for a range of internal and external stakeholders and will play a vital role in supporting the delivery of high-quality patient care through effective administration and governance support.

Duties:

Key Responsibilities

• Provide professional PA support, including complex diary management for senior clinical leaders.
• Organise and coordinate internal and external meetings, conferences and events.
• Prepare agendas, collate papers and take accurate minutes.
• Manage correspondence, maintain filing systems and ensure accurate record keeping.
• Support clinical governance processes, regulatory reporting and evidence gathering.
• Maintain policy directories and monitor review schedules.
• Handle confidential information in accordance with GDPR requirements.
• Support hospice-wide administration functions and provide cover when required.
• Contribute to process improvements and the ongoing development of administrative systems.
• Work collaboratively with colleagues across departments to support organisational objectives.

Essential Requirements:

• Relevant secretarial qualification (Secretarial Diploma, HNC/HND or equivalent).
• Experience working with senior managers or executives.
• Advanced Microsoft Office skills.
• Excellent communication and interpersonal skills.
• Strong organisational and time management abilities.
• Excellent secretarial and administrative skills.
• Ability to work independently and as part of a team.
• High level of attention to detail.
• Flexible approach and ability to manage competing priorities.