Vanguard Healthcare Solutions is a fast-growing company. We are a UK-based, privately owned, international provider of infrastructure and clinical services supporting healthcare clients worldwide. Vanguard Healthcare Solutions was established in 1999.
Our purpose-designed and built mobile and modular facilities provide our clients with new or replacement healthcare spaces including operating theatres, endoscopy suites and sterilisation and diagnostic departments. As part of our solution to our clients we also support them with clinical teams and equipment for our facilities.
We are looking for a corporate support administrator to join our corporate support team, based in Gloucester.
Responsibilities
- Weekly, monthly and quarterly reporting for clinical operations team
- Arrange and produce reports for various meetings as required including minute taking and follow up of any noted actions
- Support management of IT equipment for new starters – tracking and recording
- Prepare purchase orders, as required
- Prepare and carry out internal ISO audits as per schedule and complete reports
- Maintain the policy and procedure library ensuring company policies are reviewed and circulated appropriately
- Maintain incident reporting system, working with the Company Management as appropriate
- Update Company intranet with relevant documents, announcements and communications as required
- Support in all areas of business administration, collaborating with colleagues to improve and modernise processes and procedures
- Ensure stock of supplies - consumables, perishables or other are maintained and audited regularly
- Be first point of contact for inbound calls to the office, dealing effectively and efficiently with each interaction
- Book and arrange couriers both nationally and internationally
- Comply with the Data Protection Policy and new legislation for GDPR
- Proactively managing and coordinating exec team members diaries maximising efficient use of their time
- Organising international and domestic travel and accommodation
- Researching, creating and formatting internal documentation as and when required
- Provide support for various meetings such as Customer and Sales Meeting including taking minutes
- General administration including the preparation of expenses
- Providing CRM system support
- Providing holiday cover for Executive Assistant
- Maintain a high level of professionalism and confidentiality at all times
Benefits
- 5 weeks annual leave per year (April – March) + UK bank holidays
- Life Assurance
- Company Pension
- Healthcare cash plan
Professional memberships reimbursed
Requirements
- High grade in GCSE or equivalent in English, Maths and IT Literacy
- Have good interpersonal and strong written and oral communication skills
- Possess excellent organisational and prioritisation skills to manage workload effectively and meet deadlines with a high level of attention to detail
- Be collaborative with the ability to build relationships with stakeholders from different business areas at all levels
- High level of integrity, discretion and confidentiality
- The ability to remain calm, positive and effective under pressure
- Excellent IT literacy skills with experience of managing databases, CRM systems. Possess advanced MSWord, PowerPoint, Excel and TEAMS skills
- Willing and able to learn in-house IT systems
- An enquiring/inquisitive nature, and ability to dig deeper into requests to gain understanding
- A solution focussed approach to problem solving, with a continuous improvement mindset
- Ability to work pro-actively and without regular supervision
- Flexible approach to work
- Hold a current full driving licence and prepared to undertake occasional journeys on Company business, inc. holiday/sickness cover
- Previous experience in an administration support role, with diary management skills
- Strong organisational and communication (written and spoken) skills
- High attention to detail
- Hold a current full UK driving licence (desirable)
- Experience of PA, EA or business support duties (including preparing papers and reports for business critical / Senior Management / Exec meetings
We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our team.
Vanguard Healthcare Solutions Ltd and Q-bital Healthcare are part of the Vanguard Group of companies. www.vanguardhealthcare.co.uk
