Executive Assistant

About me and the business

I am Anna Edwards, an independent case manager and registered nurse. I run a small, growing case-management business supporting people who have experienced serious injuries, disability or complex health needs (www.annae.co.uk)

I coordinate rehabilitation, treatment and practical support, working closely with clients, families, solicitors, medical professionals and therapists. The work is varied, meaningful and often fast-moving, with a strong focus on providing a personal, responsive and well-organised service.

At present, the business is primarily me, so this is not a role within a large administrative team. You will work closely and directly with me and become a key part of how the business operates.

Because we will work together closely, it is important that we communicate openly, get on well and develop a trusting working relationship. I am looking for someone who is warm, straightforward and comfortable asking questions, but who can also work independently and take responsibility for following tasks through.

About the role

The purpose of the role is to help me stay organised, reduce administrative pressure and ensure that important tasks are completed accurately and on time to help keep the business running and grow.

The work will include:

• Helping to manage my diary, appointments, meetings, reminders and follow-up actions
• Completing third-party compliance and governance checks for therapists, medical professionals and other suppliers
• Adding, formatting and correctly categorising filenotes within the electronic case-management system
• Requesting, sourcing and securely organising medical records
• Preparing and issuing contracts and terms of engagement for electronic signature
• Monitoring outstanding contracts, documents and actions actions
• Following up with professionals and suppliers when information is missing or delayed
• Supporting the organisation of client appointments and professional meetings
• Maintaining client records, trackers and other administrative systems
• Providing light social-media and marketing support
• Helping with general business administration as the company grows

There may eventually be opportunities to become involved in broader case-management assistant work, depending on your experience, interests and the needs of the business.

Full training will be provided on the case-management system, internal processes and the requirements of working with confidential health and legal information.

The person I am looking for

More than anything, I need someone dependable who communicates well and closes the loop on tasks, and pick up and take initiative.

You are likely to suit the role if you:

• Are highly organised and naturally keep track of details
• Communicate clearly and provide updates without needing to be chased
• Tell me early if something is delayed, unclear or has gone wrong
• Are comfortable working directly with the business owner
• Can manage changing priorities without becoming overwhelmed
• Have strong written English and a friendly, professional communication style
• Are confident using email, shared calendars, google workspace, Microsoft Office and online systems
• Can work independently from home while remaining responsive
• Understand the importance of confidentiality and careful record keeping
• Are willing to learn and contribute ideas as the role develops

Previous experience in healthcare, legal services, rehabilitation, insurance, case management or medical administration would be useful, but it is not essential.

The successful applicant will need to provide suitable references and complete a basic DBS check due to the nature of the work.

Hours and working pattern

The role offers 12 guaranteed hours per week.

Approximately 50% of the hours will be completed from my office in Hammersmith, usually as one agreed office day each week. The remaining hours can be worked from home.

We can agree a regular pattern that works for both of us, including school-friendly hours where practical. There may also be opportunities for additional hours, with the potential for the contracted hours to increase as the business grows.

Pay: £19.40 per hour

Benefits:

• Casual dress
• Company pension
• Discounted or free food
• Flexitime
• Sick pay
• Transport links
• Work from home

Education:

• GCSE or equivalent (required)

Experience:

• Administrative: 2 years (required)

Language:

• English (required)

Work authori…