Office Manager

OneCall24 Limited; Greater London; On-site; GBP 40,000 - 50,000; Full time

Job summary

OneCall24 Limited in London is seeking an Office Manager and Executive Assistant to act as the heartbeat of the office and a trusted partner to the Group CEO and Directors.

The role combines high-level administrative duties with proactive project support, embracing technology to improve processes, so the office runs efficiently and staff feel supported.

Qualifications

• Proactive and independent with ability to anticipate needs.
• Comfortable using MS Office and AI productivity tools.
• Experience supporting senior leaders or C-suite is desirable.

Responsibilities

• Manage diaries, meetings, travel and communications for senior leaders.
• Keep the CEO and Directors prepared and ahead of commitments.
• Oversee smooth day-to-day running of the London office.
• Coordinate meetings, agendas, minutes, reports and key documentation.
• Track actions and ensure follow-through.
• First point of contact for employees, suppliers and visitors.
• Oversee IT equipment, systems for starters and leavers.
• Handle confidential matters with discretion.
• Support projects and priorities across the wider business.
• Identify inefficiencies and suggest improvements to workflows.
• Leverage technology to automate and streamline processes.

Skills

Proactive mindset

Tech-savvy

Organised

Problem solving

Forward-planning

Professional communication

Discretion and trust

Executive support

Tools

Outlook

Excel

Word

PowerPoint

Microsoft 365

Teams

SharePoint

Automation tools

Microsoft Co-pilot

Job description

Office Manager and Executive Assistant

Location: London

Salary: £40,000-£50,000 per annum, dependent on experience

Job Type: Full-time

Hours: Monday to Friday, 08:00-17:30

Company: One Call 24 Limited

Reporting to: Group Chief Executive Officer

About the OneCall24 Group

The OneCall24 Group operates across healthcare staffing, complex care and specialist community support, connecting exceptional healthcare professionals with organisations and delivering high-quality, person-centred care across the UK.

Our businesses include OneCall24, specialising in the recruitment and supply of medical professionals to NHS and private healthcare organisations; OneCall24 Healthcare, providing specialist, person-centred complex care to children and adults; and Standby24, delivering specialist, outcome-focused community care across England and Wales.

Across the Group, we are united by a commitment to people, quality, innovation and continually finding better ways of working. We want talented people who take ownership, embrace change and technology, and share our ambition to make a meaningful difference. We are looking for the right person to enhance our team, add real value and be part of our journey as we continue to grow and expand.

Are you always three steps ahead?

Are you the person who spots what needs doing before anyone asks? Do you love organisation, technology and finding smarter ways to get things done?

If so, we want to hear from you! We're looking for an exceptional Office Manager and Executive Assistant to become the heartbeat of our London office and a trusted right-hand to our Group CEO and Directors.

This is not a traditional admin role. We're looking for someone who takes ownership, uses initiative, embraces technology, solves problems and makes things happen. You'll keep our senior leadership team organised and one step ahead, ensure the office runs brilliantly, and constantly look for ways to make how we work simpler, smarter and more efficient.

What you'll be doing

• Managing diaries, meetings, travel and communications for senior leadership
• Keeping the CEO and Directors organised, prepared and ahead of their commitments
• Taking ownership of the smooth day-to-day running of our London office
• Coordinating meetings, agendas, minutes, reports, presentations and key documentation
• Tracking actions and following through to ensure things get done
• Acting as a professional and welcoming first point of contact for employees, suppliers and visitors
• Coordinating IT equipment, systems and access for starters, leavers and the wider team
• Handling sensitive and confidential matters with discretion and sound judgement
• Supporting projects and priorities across the wider business
• Spotting inefficiencies and proactively suggesting better, faster and smarter ways of working
• Using technology, automation and digital tools to improve everyday processes

What we're looking for

Attitude is everything!

You’ll need to be:

• Exceptionally proactive: You don't wait to be asked and you don't need to be chased.
• Extremely tech-savvy: You pick up new technology quickly and enjoy finding smarter ways to work.
• Highly organised: You can juggle multiple priorities without losing sight of the detail.
• Resourceful: When you encounter a problem, your instinct is to find a solution.
• One step ahead: You anticipate what people need before they need it.
• Confident and professional: You're comfortable working directly with CEO's, Directors and senior stakeholders.
• Positive and resilient: You stay calm, adaptable and solutions-focused when priorities change.
• Trustworthy and discreet: You understand the responsibility that comes with working closely with senior leadership.

Technology should excite you

• Strong skills in Outlook, Excel, Word and PowerPoint are essential, but we're looking for much more than someone who simply knows Microsoft Office.
• We want someone who is digitally curious.
• Someone who sees a repetitive task and thinks: "Can we automate this?"
• Someone who sees a clunky process and asks: "Is there a smarter way?"
• Experience with Microsoft 365, Teams, SharePoint, workflow or automation tools and AI productivity tools would be a real advantage.

Microsoft Co-pilot experience is particularly important

We're looking for someone who already understands how to use Microsoft Co-pilot confidently as a productivity tool.

You should be comfortable:

• Writing effective prompts and refining them to achieve better outputs
• Summarising and structuring information
• Drafting professional content
• Analysing information and extracting key points
• Using AI to improve productivity and efficiency
• Identifying opportunities where Co-pilot, automation and other digital tools could improve everyday processes

We want someone who is genuinely excited by AI and actively looks for opportunities to use technology to save time, improve quality and make the way we work smarter.

About you

Ideally, you'll have experience as an Office Manager, Executive Assistant, Personal Assistant, Business Support professional or in a similar fast-paced role.

But experience alone won't get you this role.We're looking for the right combination of attitude, initiative, judgement, energy, professionalism and digital confidence.

Why join us?

This is an opportunity to work closely with senior leadership and make a real, visible impact on how our office and wider business operates.

We want someone who will bring ideas, challenge inefficient ways of working and help us continuously improve.

If you're looking for a role where you simply work through a list of tasks, this probably isn't for you.

But if you love being trusted, relied upon, at the centre of the action and given the freedom to make things better, we'd love to hear from you.