Executive Assistant to the CFO & the Office Manager London
Job description
To £52,000 + benefits Executive Assistant to the CFO and the Office Manager Tavistock House, Tavistock Square, London WC1H 9J About us: Sonic Healthcare is an internationally renowned healthcare provider with a demonstrable track record of medical services across the world. Headquartered in Sydney, Australia, Sonic is an ASX Top 50 company that has grown to become one of the world’s leading healthcare providers, specialising in pathology, radiology and primary care medical centres. We have operations in Australia, the USA, Germany, Belgium, Switzerland, the United Kingdom and New Zealand. Sonic Healthcare UK encompasses the two main entities in the UK, The Doctors Laboratory (TDL) and Health Services Laboratories (HSL). HSL is a partnership between The Doctors Laboratory (TDL), Royal Free London NHS Foundation Trust and University College London Hospitals NHS Foundation Trust (UCLH). HSL was formed to provide pathology services to the NHS Trusts and has expanded further to provide services to other NHS Trusts. Over 2,500 staff work at Sonic Healthcare UK, primarily under the TDL or HSL banner. Our purpose is to deliver medically-led diagnostics, innovation, value and long-term investment to healthcare. With our core laboratory based at The Halo Building in London WC1H 9AX, we also have an expanding site in Manchester as well as smaller hospital-based laboratories across the country. We maintain rigorously high standards of quality, whilst also delivering efficiencies to healthcare through careful workforce planning, pioneering technology and significant investment in infrastructure and IT. The Executive Assistant is responsible for providing professional and confidential administrative support to the Group Chief Financial Officer (CFO) in their role as a Board Director and as Company Secretary. Due to the location, the EA will also be responsible for the day to day management of the Tavistock Place office. The Executive Assistant should be comfortable working with senior people in a thoroughly professional and organised manner, providing support and input as required to contribute to the smooth running of the Chief Financial Officer’s offices, associated meetings, including the Audit & Risk Committee, the Finance Committee, and various regulatory obligations.Sonic Healthcare is an internationally renowned healthcare provider with a demonstrable track record of medical across the world. About the role To include, but not be restricted to, the following: 1. Managing the CFO’s diary to ensure effective and appropriate use of their time by allocating appointments, both internally and externally, using discretion, exercising significant influencing skills to allow prioritisation of their workload to allow them to meet deadlines. 2. Managing the CFO’s inbox (at the level they specify). Maintaining their preferred bring-forward and electronic filing system to provide the CFO with necessary paperwork for all meetings, ensuring that any additional materials are sourced and made available. Managing information obtained via in person notifications, telephone or physical correspondence in the same way. 3. Dealing with all highly confidential or sensitive information in an appropriate manner, always maintaining absolute discretion, given the nature of the information handled by the CFO and their delegates. 4. Assisting in the scheduling and administrative support (including minute taking) of meetings, including but not limited to the Audit and Risk Committee, Finance Committee and wider finance team meetings as required. 5. Act as the administrative coordinator for all related meetings chaired by the CFO, taking minutes for distribution in a timely manner, ensuring follow up action points are highlighted with assigned responsibility, tracking the decisions and following up on actions with relevant individual(s). 6. Collate and proofread reports and papers on behalf of the CFO, ensuring that they are submitted/circulated in a timely manner to the relevant stakeholders. 7. Supporting the CFO with project issues by performing project coordinator functions such as organising meetings, chasing papers and deliverables, maintaining progress logs, and sending any communications. 8. Organising travel and associated logistics for off-site meetings. 9. Demonstrating a high level of sensitivity and appropriate awareness within the Sonic Healthcare UK environment and to ensure that the high-profile nature of the work of the CFO is respected. 10. To provide cover for the other Executive Assistants in the business, including the EA to the CEO, and to work as part of a wider Central Secretariat. Office Manager duties 1. Ensure office efficiency by organising the maintenance and upkeep of common areas, organising procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment. 2. Managing visitors to the office to ensure that the company is demonstrated to best advantage. Arranging timelines in keeping with availability, directions to the sites, reception awareness, room bookings and catering. 3. Oversee and maintain office equipment for uninterrupted function, identify needs and liaise with the relevant teams and departments to ensure smooth day to day running of the office. 4. Act as gatekeeper and point person for office supplies and equipment, as well as liaison with the Facilities team as required. Respond to requests and questions about office operations. 5. Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office in line with Health and Safety requirements. Vacancy ID : 021324 Closing Date : 31-Oct-2023 Contact Person : Contact Email :
