Medical Secretary jobs in Ilford IG1

Location: Mayfair, London
Job Type: Full-time, Permanent
Hours: 40 hours per week
Salary: Competitive, dependent on experience

About the Role

We are looking for an exceptional Personal Assistant to the Medical Director to join our growing, doctor-led aesthetics business.

This is a varied and high-responsibility role working closely with the Medical Director, providing a combination of personal, executive and administrative support, alongside supporting the day-to-day running of the clinic.

The Medical Director is an NHS GP and award-winning aesthetics doctor and the founder of our flagship clinic in Mayfair. The business is continuing to grow, with clinics across London, Leeds and Cheshire, alongside an expanding profile across the aesthetics and medical industry.

The Medical Director is involved in clinical work, business development, teaching, industry events, presentations, media and social media, meaning no two days are the same.

This role would suit an experienced Personal Assistant who is highly organised, proactive and confident working in a fast-paced environment. You will need to be comfortable managing competing priorities, dealing with sensitive information and acting as a trusted point of contact for the Medical Director.

Key ResponsibilitiesPersonal & Executive Support

• Manage the Medical Director's professional and personal diary, ensuring appointments, meetings and commitments are carefully coordinated.
• Coordinate business and personal appointments, meetings and engagements.
• Arrange and coordinate domestic and international travel, including flights, accommodation, transfers and itineraries.
• Manage incoming requests and communications, prioritising according to urgency and importance.
• Act as a gatekeeper for the Medical Director's time, managing competing demands and ensuring his diary and schedule are effectively protected.
• Liaise with internal and external contacts on behalf of the Medical Director.
• Assist with personal arrangements, bookings, errands and appointments as required.
• Anticipate the Medical Director's requirements and proactively manage tasks
• Maintain complete discretion and confidentiality at all times.

Clinic & Patient Support

• Assist with patient management and clinic bookings.
• Coordinate the Medical Director's clinical diary and treatment days.
• Communicate professionally with patients and assist with queries and appointments.
• Liaise with the wider clinical and administrative team to ensure the Medical Director's schedule runs smoothly.
• Provide occasional Front of House support when required, ensuring patients and visitors receive a warm and professional welcome.
• Support the smooth day-to-day running of the clinic.

Administrative Support

• Manage phone calls and emails, responding promptly, professionally and appropriately.
• Assist with general administrative tasks and correspondence.
• Organise documents, meetings, presentations and other materials as required.
• Support the Medical Director with events, presentations, teaching, media and business activities.
• Assist with social media and other professional commitments where required.
• Coordinate information between the Medical Director and internal teams, suppliers and external contacts.
• Undertake other administrative and organisational tasks as required.

About You

We are looking for someone who is proactive, polished, highly organised and exceptionally reliable.

You will be someone who naturally takes ownership, can think ahead and is comfortable managing a busy and constantly changing schedule.

Essential Requirements

• Previous Personal Assistant experience is essential.
• Excellent organisational and time-management skills.
• Ability to prioritise effectively and manage multiple competing demands.
• Calm, resourceful and composed under pressure.
• Excellent written and verbal communication skills.
• Professional telephone manner and strong interpersonal skills.
• Exceptional attention to detail and accuracy.
• High level of discretion and ability to handle confidential and sensitive information.
• Proficient in Microsoft Office, including Word, Excel and PowerPoint.
• Confident using Google Workspace/Google Suite.
• Fluent English is essential.
• Full, clean UK driving licence is essential.
• Must have the right to work in the UK.
• Flexible approach to working hours and able to work some weekends when required.

Desirable Experience

• Previous experience working as a PA to a doctor, Medical Director, senior executive or business owner.
• Experience within a medical, healthcare, private clinic or aesthetics environment.
• Experience supporting a high-profile individual or working within a fast-paced private business.
• Experience coordinating travel, events and professional engagements.
• Arabic language skills would be advantageous.

The Ideal Candidate

The successful candidate will be:

• Highly proactive – you don't simply wait to be told what needs doing.
• Extremely organised – you can manage a complex diary and keep track of multiple priorities.
• Discreet and trustworthy – you understand the importance of confidentiality when working closely with a senior individual.
• Calm under pressure – you can handle last-minute changes and competing demands without becoming flustered.
• Professional and polished – you represent the Medical Director and the clinic to patients, colleagues and external contacts.
• A strong communicator – confident dealing with a wide range of people by phone, email and in person.
• Flexible and adaptable – comfortable working in a growing business where priorities can change quickly.
• Solutions-focused – when a problem arises, you look for a solution rather than simply escalating it.
• Personable and approachable – able to build excellent relationships with patients and colleagues.
• Naturally anticipatory – able to understand what is needed and take action before being asked.

Why Join Us?

This is an exciting opportunity to work closely with the Medical Director of a fast-growing, doctor-led aesthetics business, gaining exposure to both the clinical and commercial side of the business.

You will have a varied role with significant responsibility and the opportunity to become a trusted member of the Medical Director's team.

The successful candidate will work primarily from our flagship Mayfair clinic, with involvement across the wider business and its growing clinics in Leeds and Cheshire.

If you are an experienced PA who thrives in a fast-paced environment, enjoys responsibility and takes pride in being highly organised and one step ahead, we would love to hear from you.

Pay: From £34,000.00 per year

Work Location: In person