Personal Assistant and Lead Administrator

Schoen Clinic Newbridge have a fantastic opportunity for a Personal Assistant and Lead Administrator to join the team on a full time, permanent basis

Job Summary

To provide an efficient, effective, and professional administrative support service to the Hospital Director and wider leadership team to include Operations Manager and Clinical Manager in Schoen Clinic- Newbridge.

To support the maintenance of an efficient and effective central administration office.

Day to day leadership of administration team staff to include direct line management responsibilities including conducting supervisions and appraisals.

To Deputise for line Manager in their absence, ensuring Schoen Clinic Newbridge is running well as it possible can, with a smooth efficient service that meets the expectations and needs of our service users.

Principle Duties

Key Accountabilities

Personal Assistant

  • Provide full Personal Assistant support to Hospital Director and other members of the Hospital Leadership team including:
  • Managing and coordinating diaries.
  • Supporting the senior team with their activities where required.
  • Organising meetings/conference call/events as required.
  • Organise meetings, prepare agendas, take, and distribute minutes, with action updates as required.
  • Fielding telephone calls/emails and redirecting/responding on behalf of the management team.
  • Preparing – designing, typing, and formatting - documents and files in MS Word, Excel and PowerPoint and email communication.
  • Organising travel arrangements and hotel bookings.
  • Processing expenses.

  Office administration

  • Manage office administrative activities e.g., ordering stationery, mail dispatch/collection.
  • To ensure monthly admin team meetings are held, minutes and action plans for improvements are compiled.
  • Support set up of core administrative and internal business processes for Schoen Clinic Newbridge operations.
  • Support purchasing activities e.g., raising purchase orders, managing office goods receivables, invoices approvals and query resolution. Assisting the accounts with petty cash.
  • Responsible for the management of electronic and paper files.
  • Assist other admin staff as they come on board and when required i.e., holiday cover and knowledge sharing.
  • General office administration.
  • Dealing with telephone and email enquiries.
  • Setting up and managing business administration processes and systems – E.G HR, DATIX, people HR, Skills for health systems.
  • Delivering reports, figures and forecasts to enable decision making at highest level.
  • To support Line manager with Payroll & Financial support submitting payroll promptly within expected deadline


  • Safeguard confidentiality of information relating to both patients and staff.
  • Oversee training & awareness to maintain accurate training records for all staff.
  • Overseeing induction of new staff with training co-ordinator.
  • Oversee the management of the referrals to the Unit, liaising with Clinical staff, external contacts and Commissioners.
  • Oversee MHA administrator maintaining processes and systems to support compliance with the Mental Health Act and Code of Practice.
  • Be responsible for own professional development and ensure that an adequate Continuing Professional Development log is maintained.
  • To ensure that Health & Safety legislation is adhered to.
  • To support Line Manager to ensure that the Unit is maintained in good repair and liaise with appropriate personnel who have responsibility for such work.


  • Contribute to Schoen Clinic Newbridge aims and objectives.
  • Be responsible for reading, understanding, and complying with all relevant Schoen Clinic Newbridge policies and procedures.
  • Contribute to Schoen Clinic Newbridge’s Clinical Governance arrangements and quality agenda.


  • Ensure that adequate and timely written/electronic records are kept which comply with Schoen Clinic Newbridge policy.
  • Develop and maintain an effective system of communication.
  • Be responsible for timely and accurate written and verbal reports.

This is not an exhaustive list of duties and responsibilities. The post holder may be required to undertake other duties which fall within the grade of the job in discussion with the Hospital Director/Operations Manager.




Schoen Clinic Newbridge Birmingham

Job Type





£22,500 - £25,000 (depending on experience)

Closing Date

30 June 2022


Salary up to £25,000 with an annual salary review 25 days holiday + 8 bank holidays Professional development opportunities Contributory pension scheme Enhanced Private Medical Insurance with BUPA including access to a private GP service, free screening & the inclusion of pre-existing conditions. Eye care scheme with Specsavers Online benefits portal with high street and online shopping discounts Cycle to work scheme Group Life Assurance Enhanced maternity & paternity pay Paid emergency leave Occupational Sick Pay above SSP Interest free season ticket loans Employee Assistance Programme with wellbeing support


  • Strong understanding and respect for confidentiality.
  • Substantial experience with Microsoft packages including Excel, Word and PowerPoint in addition to database software and diary management.
  • IT proficiency including word processing.
  • Excellent attention to detail.
  • Excellent communication skills both verbal and written to ensure clear messaging and to develop collaborative working relationships.
  • Excellent relationship management and interpersonal skills.
  • Excellent telephone skills.
  • Highly organised, detail orientated and analytical.
  • Always maintains a professional conduct, remaining calm and in control.
  • Good understanding of Mental Health Act
  • Substantial experience in a Senior Administrative role including office management.
  • Experience as an Executive PA and working in a team orientated office environment.
  • Flexible in terms of working times and responsibilities.
  • Rare travel within the UK and Germany may be required with potential overnight stays to meet business requirements such as organising training or attending events.