Job Description

Are you an experienced Executive Assistant looking for their next Challenge?
We have an exciting opportunity for an experienced individual to join our team as Executive Assistant and Digital Services Administrator.
Joining our team on a full time, 40 hours per week basis. This is a hybrid role with travel to our Birmingham or London office when required.
The role:
We are seeking a highly organised and proactive Executive Assistant to provide comprehensive administrative support to the Chief Digital Information Officer (CDIO) and manage the administration for the Digital Services Department within a large healthcare organisation. This role combines executive-level support with departmental administration responsibilities, ensuring seamless operations and efficient workflow within the Digital Services team.
The ideal candidate will have extensive experience in executive support, possess excellent organisational and communication skills, and be comfortable managing complex administrative tasks in a fast-paced healthcare environment. Familiarity with digital transformation initiatives is highly desirable.
Day to Day:
Executive Support for the CDIO:

• Calendar Management: Efficiently manage the CDIO's calendar, coordinating internal and external meetings, scheduling appointments, and organising events with partners and vendors.
• Communication Support: Handle phone calls, emails, and correspondence on behalf of the CDIO, drafting responses as needed and ensuring clear and professional communication.
• Meeting Preparation: Prepare agendas, take minutes, and follow up on action items for meetings led by the CDIO, including Digital Services leadership and PMO updates.
• Travel Arrangements: Organise and manage domestic and international travel for the CDIO, including accommodation, transportation, and itineraries.
• Documentation & Reporting: Assist in preparing reports, presentations, and documents for the CDIO, often involving sensitive information and requiring high attention to detail.

Departmental Administration for Digital Services and PMO:

• Administrative Coordination: Act as the primary administrative point of contact for the Digital Services Department and PMO, coordinating between teams and ensuring smooth daily operations.
• Budget & Procurement Support: Assist in budget tracking, processing invoices, and coordinating procurement requests for digital services, ensuring alignment with departmental financial protocols.
• Onboarding & Training Support: Manage onboarding for new hires within Digital Services and PMO, coordinating orientation, IT access, and training schedules with relevant teams.
• Vendor & Contract Management: Coordinate with vendors and suppliers, supporting contract management processes, renewals, and monitoring service levels for external partners.

Experience:

• Minimum of 3 years of experience in an Executive Assistant or similar administrative role, preferably within a healthcare, digital services, or IT environment.
• Proven experience supporting C-suite executives, ideally with exposure to digital transformation, project management, or healthcare operations.
• Familiarity with working in large, complex organisations with cross-functional teams.

Education:

• Qualification in Business Administration, Healthcare Administration, or a related field is desirable, but extensive experience can be substituted for formal education.

In return we'll offer you:

• Group Pension
• NHS Staff Discounts
• Enhanced Maternity
• Free Health Cash Plan
• Employee Referral Scheme
• 24 Hours Free GP Helpline
• Discounted Gym Membership
• Cycle To Work Scheme
• On-site Benefits
• Free Mortgage Broker & Insurance Cover
• Employee Assistance Programme (EAP)
• Free Eye Tests
• Car Lease Discounts
• Paid Life Assurance Company scheme
• Smart Health Toolkit- Providing you with Fitness Programmes, Nutrition consultation and Health checks

If you feel you have the right skill set we are looking for please press the APPLY buttom below.
Please Note: we do reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
Benefits & Rewards
Group Pension
We'll look after you beyond Cygnet by helping you save for your future with a pension scheme. Cygnet provides a monthly contribution into your pot for every month you actively pay in.
Discounted Gym Membership
Cygnet encourages the culture of wellbeing and improving work-life balance and as a result, we are offering Gym discounts. The discounts are across more than 3,000 gyms across the UK. Ranging from the big chains to the small independents - your nearest gym in the scheme won't be far away!
Enhanced Maternity
In addition to statutory pay, Cygnet provides enhanced maternity pay.
Employee Referral Scheme
Do you know other people who would be well suited to working at Cygnet in a Nurse, Doctor, Occupational Therapist, Psychologist or Care & Support Worker role?
Recommend them for potential cash rewards!
Plan your commute
Cygnet Head Office
Birmingham
West Midlands
B5 4BD
Our application process
01
Step 1
Application Submission
Your application is received and reviewed by our recruitment team.
02
Step 2
Automated Confirmation
You'll receive an automated email confirming receipt of your application.
03
Step 3
Application Review
We carefully review applications, considering factors like visa status, location, and experience.
04
Step 4
Initial Screening
If your application is suitable, you'll be contacted by the recruiter to arrange a telephone screening call.
05
Step 5
Interview
If you meet the screening criteria, you'll be invited for an interview, which normally takes place in person at the site you're applying to.
06
Step 6
Feedback and Offer
Following the interview, you'll receive feedback, and if successful, a verbal job offer that will be followed up with a written job offer and onboarding information.
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