Senior Executive Assistant — Clinical Ops & Governance

Heales Medical; Hitchin; On-site; GBP 28,000 - 32,000; Full time

Job summary

Heales Medical – Office Based in Hitchin with potential move to St Neots. Executive Assistant role to support the Head of Clinical, SMT and Chief Executive, combining executive support, clinical administration, governance and facilities management to ensure smooth service delivery.

The role requires proactive organisation, confidentiality, and the ability to manage competing priorities across senior leadership, clinicians, clients and external stakeholders.

Qualifications

• 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.

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

Job description

Heales Medical – Office Based in Hitchin with potential move to St Neots. Executive Assistant role to support the Head of Clinical, SMT and Chief Executive, combining executive support, clinical administration, governance and facilities management to ensure smooth service delivery.

The role requires proactive organisation, confidentiality, and the ability to manage competing priorities across senior leadership, clinicians, clients and external stakeholders.