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Team Assistant / Personal Assistant

Location:
Central London
Job Overview
The opportunity has arisen for a competent, proactive & hard working Team Assistant/PA to join the team at Optegra, based at the heart of Marylebone in Central London.
 
This is the perfect role for someone looking to grow their skills as an Assistant, and work in a fast paced, friendly environment for an organisation at the forefront of eye healthcare.
 
The role reports directly to the Executive Assistant, who will be supportive and passionate to grow and develop the skills of the successful applicant.
 
The role incorporates PA duties such as diary management for members of the Executive Team, travel arrangements, minute taking and expense claim processing, along side Office Management, overseeing the smooth day to day running of the busy office.
 

PA duties:

  • Manage the diaries of UK General Manager, UK Head of HR, Medical Director and Marketing and Strategy Director, booking meetings, making travel arrangements and manage emails and correspondence, to the level required.
  • Co-ordinate and assist with diary matters and travel arrangements related to other members of the UK Management team.
  • Work with the UK GM to organise monthly Hospital Operational Meetings, overseeing all logistics and minute taking.
  • Be a point of contact for the Hospital Directors and other staff in our 7 UK hospitals, assisting with meeting and travel arrangements as well as other ad hoc requests, when required.

Office management:

Daily:

  • Check kitchen supplies (milk etc) each morning, replenish as necessary
  • Unload dishwasher each morning, Load and start dishwasher at the end of the day
  • Ensure printers have paper
  • Check Boardroom has been left tidy
  • Liaise with cleaners as needed

Monthly:

  • Stocktake kitchen and stationery items
  •  Keep track of the number of water bottles used each month (orders are placed on alternate Mondays
  • Liaise with IT on any equipment orders or repairs
  • Place orders to replenish as appropriate, e.g. Printer paper, flipchart paper, toilet paper, cleaning products, tea/coffee/biscuits

Meeting room bookings:

  • Make bookings as required on the Outlook calendar
  • Offer refreshments and place lunch orders where necessary

Board meetings:

  • Print and bind Board packs when ready
  • Place lunch orders
  • Make hotel bookings as required
  • Assist on the day of the Board meeting with room set-up and as point of liaison for Board members/Exec Assistant throughout the day

Team meetings and ExCo:

  • Assist with dates, hotel & travel arrangements for team meetings (marketing, Executive Committee, Finance, HR).  Be available on the day to assist with practical arrangements.

Expenses:

  • Using the current system, download the credit card statements for Exec members, complete the claim forms with receipts, ready for submission on a monthly basis.
  • Proactively keep files for expense claims up to date

HR holiday system:

  • Oversee the running of the online holiday booking system and answer enquiries

Sharepoint/intranet:

  • Maintain shared document area/key information point for wider team, acting as site ‘super user’.
 
This role is initially for a 12 month period, with thepotential to be extended. Working hours are 9am-5.30pm, Monday to Friday.

This is a great opportunity to join an incredible business,and a friendly, hardworking team in one of the premier locations in London.

Please note that we are only able to respond to successfulapplicants. We apologise for any inconvenience this may cause.

Requirements

Key skills required include:

  • Proficiency in all MS Office packages, including Outlook, Word, Excel and PowerPoint;
  • Complex diary, inbox and travel management;
  • Minute taking;
  • Expense processing;
  • Proactive/can do attitude and the ability to multi-task.
  • The ideal candidate will have experience in all the above areas, or transferable skills and the ability to learn quickly.
Company Overview
Our passion is eyes, that’s why we have 7 dedicated Optegra hospitals which only look after eyes!
 
We started out with the aim of perfection. Our founder underwent eye surgery and afterwards thought “I can do better” and so Optegra was born with a commitment to provide the best eye health care possible. Our trust pilot scores shout as much – we’re the UK’s most trusted eye care provider!
 
On the note of striving for perfection, we’re a proud pioneer in eye healthcare in the UK. In fact, we have our very own eye sciences department which is constantly researching new technologies, partnering with leading UK universities across the country – searching for the best outcome for our patients.
 
We believe that our patients are individuals and are all special, so we ensure that each and every one has a consultation when they visit us. Our consultants are highly respected in their fields, are NHS trained and are all members of the Royal College of Ophthalmologists. We care passionately about our employees and those who partner with us by providing training so that we continue to be at the leading edge of our field, whether that be inside the hospitals working with patients, our optom referral partners or at head office where we work hard to support our network of hospital colleagues.
 
Our goal is to be the World’s most trusted choice for eye healthcare and we need dedicated people at all levels to help us achieve this.