Personal Assistant to CMO and COO

Job Description:

Personal Assistant to Chief Medical Officer and Chief Operating Officer

Cromwell Hospital, London SW5 0TU

Competitive Salary

Hours: Mon - Fri, 9am - 5pm - 37.5 hours per week

Flexibility: Hybrid (up to min 4 days per week on site)

Rota: Friday on site cover in executive office, 1 in 4

We make Health Happen

The Executive Personal Assistant provides proactive, high-quality support to senior leaders, ensuring seamless coordination of complex diaries, meetings, and travel. This role champions digital adoption and process efficiency, leveraging tools like Microsoft 365 and Copilot to streamline workflows and enhance productivity. The PA maintains a visible, professional presence across multiple sites, supports events and leadership engagements, and fosters strong relationships both internally and externally. By collaborating with the wider PA community, sharing best practices, and embracing continuous improvement, the PA delivers reliable, confidential, and sustainable support that empowers leaders and contributes to the overall effectiveness of the function and service they support, and overall Cromwell Hospital .

Key Responsibilities

Executive Support & Coordination

o Provide high-quality, confidential support to allocated directors, anticipating needs and proactively managing complex diaries, meetings and travel.

o Prepare directors thoroughly for meetings by ensuring actions from previous meetings are captured, tracked and followed up, and that pre-reads and briefing materials are circulated in good time.

o Attach relevant agendas, minutes and action logs to meeting invites to support preparation and alignment.

o Maintain a structured and organised approach to workload, ensuring priorities are managed calmly and effectively.

o Pre-empt executive needs prior to meetings taking place, including interdependence between meetings, completion of any actions allocated, and ensuring director is prepared for each meeting in advance.

o Reduce unnecessary email traffic by communicating efficiently, using shared tools and anticipating information needs to avoid repeated follow-ups.

o Promote sustainability by using digital working practices (e.g. electronic meeting materials) and printing only when required.

o Prepare and quality-check papers, briefings and presentations using Microsoft 365, Copilot and other digital tools.

o Coordinate cross-site meetings and events, ensuring seamless logistics and professional experience for all participants.

o Manage communications and correspondence with discretion, good judgement and efficiency.

o Build strong relationships across departments and external partners to ensure alignment and smooth information flow.

Digital, AI & Process Efficiency

o Champion digital adoption within the PA community, using tools such as Microsoft Copilot, Teams, SharePoint, Power Automate and Forms to improve efficiency.

o Identify opportunities to simplify processes, automate routine tasks, reduce unnecessary email traffic, and continuously improve ways of working.

o Support digital record-keeping, meeting documentation and file management to a consistently high standard.

o Encourage the consistent use of shared drives, templates and systems to reduce duplication and improve visibility of information.

On-Site & Event Support

o Provide a regular, visible and professional presence across hospital and diagnostic sites, aligning on-site working patterns with business and leadership needs.

o Support onsite events, collaborative sessions and leadership meetings, including room setup, AV arrangements, refreshments, and catering where required.

o Welcome, host and support visitors, partners and VIP guests, ensuring a polished, professional and warm experience.

o Assist with organising leadership visits, operational walkabouts, tours and on-site engagements.

o Offer flexibility to work across different London sites, and with different directors, when required to ensure service continuity and effective cover.

Team Contribution & Continuous Improvement

o Collaborate closely with the wider PA and administrative community to ensure seamless cover and consistent service across the executive team.

o Share best practice, tools, tech, and ideas to continuously raise the quality of the PA service.

o Participate in team check-ins, skills sharing and professional development sessions.

o Contribute ideas to enhance team effectiveness and overall leadership support.

Job descriptions cannot be exhaustive, and the post-holder may be required to undertake other duties, which are broadly in line with the above key responsibilities

Skills & Experience

o Proven experience as a PA or EA supporting senior leaders in a fast-paced, multi-site environment.

o Proven experience in complex diary management, proactive meeting management and clearing meeting clashes in advance

o Proven ability to work independently with minimal supervision, guidance and reminders / prompts

o Strong digital capability, including Microsoft 365, Teams, SharePoint, PowerPoint and Excel.

o Comfortable using and learning AI tools and automation platforms.

o Excellent communication, relationship-building and influencing skills.

o Highly organised with meticulous attention to detail and the ability to manage multiple priorities.

o Professional, discreet and resilient under pressure.

o Able to balance hybrid working with regular on-site presence across London hospitals and diagnostics.

o Experience in event management, project coordination or communications.

Benefits

Our benefits are designed to make health happen for our people. Viva is our global wellbeing programme and includes all aspects of our health – from mental and physical, to financial, social and environmental wellbeing. We support flexible working and have a range of family friendly benefits.

Joining Bupa in this role you will receive the following benefits and more:

• Equivalent to 25 days holiday per year, increasing through length of service, with option to buy or sell
• Bupa health insurance as a benefit in kind
• An enhanced pension plan and life insurance
• Support with travel costs via a season ticket loan or cycle2work
• Subsidised staff canteen

Why Bupa?

We’re a health insurer and provider. With no shareholders, our customers are our focus. Our people are all driven by the same purpose – helping people live longer, healthier, happier lives and making a better world. We make health happen by being brave, caring and responsible in everything we do.

We encourage all of our people to “Be you at Bupa”, we champion diversity, and we understand the importance of our people representing the communities and customers we serve.  That’s why we especially encourage applications from people with diverse backgrounds and experiences.

Bupa is a Level 2 Disability Confident Employer. This means we aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role. We’ll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.

Enquiries about this post should be made by email to Dr Sarah Frankton, Chief Medical Officer. [email protected] or Denise King, Executive Assistant to the Chief Executive Officer [email protected]

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