Executive Assistant to the CEO Office & medical Directorate

ABOUT MEDEFER

Medefer is a pioneer in virtual-first specialist healthcare. Founded by NHS consultants over a decade ago, we were delivering consultant-led virtual outpatient care well before “virtual hospitals” became a national priority. Our model has since been cited in government and NHS England material on the NHS Online vision as one of the service models informing this direction.

We sit at the intersection of clinical provider and technology company. Our CQC-registered service is powered by Medefer’s own electronic health record and referral platform, connecting GPs, consultants, diagnostic providers and hospitals into a single coordinated system. This approach has won multiple national awards for elective recovery, innovation and impact, and we now serve both NHS partners and private patients across the UK.

Medefer is built on three principles: innovate to solve real system problems, collaborate with clinicians and partners, and put patients first in every decision. As we scale across Integrated Care Systems and grow our private services, joining now means helping to define what modern specialist care looks like - and owning the financial strategy behind it.

JOB TITLE: Executive Assistant – CEO Office and Medical Directorate

REPORTING TO: Executive Assistant to the CEO

LOCATION: Hybrid, 1 day a week in the office is required

CONTRACT TYPE: Permanent - full-time (5 days per week) with consideration for part time working of 4 or 4.5 days

SALARY: £50,000 to £55,000pa, pro rata if part time

Join us in our mission to transform patient care and be part of a dynamic and innovative team. We pride ourselves on a supportive, collaborative and inclusive culture and you will have the opportunity to work alongside a team of intelligent, driven and compassionate people who care deeply about transforming the way healthcare is delivered.

ROLE OVERVIEW:

Medefer is looking for an experienced Executive Assistant to join our EA team, providing proactive, high-quality support across both the Medical Directorate and CEO Office.

This is a role for an individual who demonstrates strong ownership and accountability. We are seeking someone who can rapidly develop autonomy, proactively identify priorities and take appropriate action without requiring prompting or reminders. The successful candidate will be expected to provide clear updates on progress and requirements, articulating what has been completed and where input or escalation is needed, while exercising sound judgement in determining when to seek guidance.

This is a pivotal role for someone who thrives in a fast-paced environment, can manage complex priorities with confidence, and enjoys taking ownership of processes from start to finish. You’ll play a key role in supporting the Medical Directorate, executive governance and wider EA function, while providing cover and resilience across the team.

The role also offers the opportunity to develop your experience in quality management and ISO accreditation, with potential to become an ISO internal auditor and contribute to future ISO audits and accreditation activity.

KEY RESPONSIBILITIES:

• Provide proactive EA support including complex diary management, email management, meeting preparation, minute-taking and action tracking.
• Take ownership of Medical Directorate and Clinical Lead meetings, including agendas, papers, minutes and follow-up.
• Support Responsible Officer meetings, appraisals, revalidation and clinical governance activity.
• Work closely with the EA to the CEO on CEO Office priorities, including meeting follow-up, action tracking, diary coordination, travel and logistics.
• Proactively chase actions, deadlines and outstanding information from senior colleagues, using tact and confidence.
• Support the fortnightly All Hands meeting and confidently host/present All Hands when covering for the EA to the CEO.
• Provide governance and committee administration, ensuring actions are assigned, followed up and completed.
• Own routine operational processes such as SOP and policy reviews, version control, DSEs, Health & Safety actions and documentation, without needing regular reminders.
• Support ISO accreditation and quality management activities, including maintaining evidence and documentation, supporting audits and, with appropriate training, developing towards an ISO Internal Auditor role.
• Maintain accurate records, audit trails and document manag…