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About the Role
The Administrative Assistant is central to keeping referrals for custom-made devices moving accurately and on time. This role acts as the day-to-day point of contact for physicians and clinical stakeholders on referral, imaging and planning queries, alongside the general running of the European Planning Centre in London.
Responsibilities
- Monitor, review and input referrals for Custom Made Devices, prioritizing to meet service level expectations.
- Maintain accurate and up-to-date records of all patient imaging and planning requests received.
- Load, delete and maintain patient imaging on Imaging Software in line with data protection standards and defined retention timeframes.
- Manage a fluctuating daily caseload, prioritizing effectively when referral volume increases.
- Act as the primary point of contact for physicians, physicians' assistants and colleagues in relation to imaging, referrals and queries, maintaining a professional and courteous tone at all times, including under pressure.
- Liaise with the Americas and APAC planning offices, supporting the administration duties of the global planning teams as required.
- Act as primary contact for liaising with the office vendor.
- Welcome visitors to the office as required.
- Use Microsoft Office (Excel, Outlook, Word) daily to track cases, manage correspondence and produce reports.
- Generate departmental statistics and reports upon request.
- General office administration, including maintaining office filing systems, stationery and other office supplies.
- Work with the team to drive continuous improvement and identify potential efficiencies within the scope of work.
- Support the smooth running and co-ordination of in-office training workshops.
- Support Global Aortic Therapies projects, as required.
- Perform any other ad-hoc duties as required.
- Ensure that COOK's Code of Conduct is complied with in all business matters carried out on COOK's behalf.
Requirements
- Excellent organisational skills, with the ability to prioritise and manage multiple issues simultaneously, under pressure and against tight deadlines.
- Excellent communication and interpersonal skills, with the confidence and professionalism to engage with physicians, physicians' assistants and other clinical stakeholders — including in urgent or difficult conversations.
- Excellent customer service skills.
- Excellent working knowledge of Microsoft® Office.
- Proven problem-solving skills and attention to detail, with clerical speed and accuracy.
- High self-motivation and the ability to work unsupervised.
- High level of flexibility and a positive, team-oriented attitude.
- Compliance with Company policies, including data protection and confidentiality.
- A relevant qualification (e.g. business administration) is desirable.
- General office experience gained in a medical or clinical environment is desirable.
Skills
- Microsoft Office (Excel, Outlook, Word)
- Organisational skills
- Communication skills
- Interpersonal skills
- Customer service skills
- Problem-solving skills
- Attention to detail
- Clerical speed and accuracy
- Flexibility
- Team-oriented attitude
Location
- London
Work Type
- Hybrid
- Remote
Benefits
- Competitive, performance-related compensation
- Benefits that support your health and financial wellbeing
- Paid time off
- Holidays
- Learning opportunities
- Educational assistance
- Development programs
- Health and wellness initiatives
- Social activities
- Community engagement
About the Company
- Cook is a global, family-owned company that has been improving patients’ lives since 1963.
- We are committed to doing business with integrity and making a positive impact in the communities where we live and work.
- We are guided by strong ethical standards and core values.
- We believe the best ideas come from creating solutions together.
- Our company culture values every voice, brings together inclusive teams who collaborate well, and encourages learning and innovation.
- When you join Cook, you’re not just starting a job, you’re building a career with purpose, in a company that invests in you.