Job Description

Executive Assistant (EA) - Pixie and Sera GP

The

Executive Assistant (EA)

at Pixie and Sera GP plays a crucial role in supporting the assigned doctors: partners and the associate doctors--by providing

administrative, financial, operational, and patient-facing assistance

. The EA ensures smooth diary management, patient liaison, results and referral handling, compliance oversight, financial processing, and contributes to practice-wide operational efficiency.

This role requires

strong organisational skills, lateral thinking, and the ability to work collaboratively within a fast-paced healthcare environment

. EAs work closely with their designated doctor while also supporting the wider practice team.

EAs report to the

Senior Executive Assistant (Senior EA)

, who is overseen by the

Practice and Business Operations Manager

.

:

1. Executive & Administrative Support to the Practice

Telephone, Text, Whatsapp, Email and online booking and support to Practice

Opening and/or closure of the Practice

Ensuring safe workplace for self, colleagues and patients

Following pathways and standard operating procedures

Room stocking - clinical and non-clinical stock

Monitoring of regulatory health and safety procedures

Learning understanding and promoting Practice services

2. Executive & Administrative Support to the Practice Assigned Doctors

Manage the doctors'

schedules, appointments, and correspondence

efficiently. Prepare and organise

medical notes, referrals, and patient information

for consultations. Maintain patient folders, registration and results Understand GDPR, access and results / report handling: logging tests carried out, labelling, organising couriers and logging all data in accordance with practice procedure. Coordinate

internal and external meetings

, taking notes and following up on action points: utilisation of online forms and compliance systems Act as the main

administrative contact

for matters related to the assigned doctors' patients and workload.

2. Patient Support & Liaison

Serve as the

first point of contact

for patient queries, ensuring efficient and professional responses. Guide patients through

appointment scheduling, test bookings, referrals, and private insurance processes

. Maintain a

proactive approach to patient follow-ups

, ensuring timely communication and a seamless patient journey. Assist with

escalated patient concerns

, working with the Senior EA as needed.

3. Results, Referral & Records Management

Track and process

test results

, ensuring they are reviewed promptly by the doctor and communicated to patients. Manage and coordinate

outbound referrals

, liaising with specialists, hospitals, and external providers.

Ensure up-to-date and accurate patient records

in line with GDPR and CQC compliance standards.

4. Compliance & Documentation

Ensure adherence to CQC and GDPR

in all administrative functions. Assist in

audit preparations, regulatory inspections, and compliance documentation

. Maintain awareness of

practice policies and procedures

, supporting the doctor in meeting compliance requirements.

5. Financial Processing & Billing Support

Ensure all patient billing relationships are maintained accurately

, updating records as required. Take

payments on the day of appointments

, ensuring transactions are correctly processed. Support the

finance team in implementing practice-wide financial protocols and efficiencies

. Monitor and assist in resolving

billing discrepancies, invoice queries, and payment follow-ups

. Work closely with the accounts team to ensure

accurate financial reporting related to patient payments

.

6. Clinic Operations & Stock Management

Understand and support the day-to-day running of the clinic

, ensuring operational efficiency. Monitor

clinic stock levels

, ensuring all necessary supplies are available. Coordinate with the admin and procurement team to

order medical and office supplies as needed

. Proactively identify operational challenges and suggest practical solutions to improve workflows.

7. Sales & Service Enhancement

Identify opportunities to

promote additional services

, including health screenings, corporate healthcare, and wellness programs. Work closely with the Practice Manager and practice team to

enhance patient retention and satisfaction

. Gather and relay

patient feedback

to support continuous service improvement.
Job Types: Full-time, Permanent

Pay: 31,000.00-35,000.00 per year

Ability to commute/relocate:

London W1G 6HL: reliably commute or plan to relocate before starting work (preferred)
Experience:

Executive Assistant: 2 years (preferred) Private Healthcate: 2 years (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person