Job Description
We are recruiting an Administrator to join our Healix On Demand team.
As the Administrator in our On Demand Team, you will be responsible for ensuring the smooth operation of administrative functions, enabling the Subject Matter Experts (SMEs) to focus on delivering high-quality solutions to clients. Your key deliverables include:
* Efficient Administrative Support: Maintain organised documentation, coordinate meetings, and ensure timely follow-ups on key actions.
* Process Optimisation: Implement and refine administrative processes to improve team efficiency.
* Client & Stakeholder Coordination: Facilitate communication between consultants, clients, and internal teams.
* Data & Reporting Accuracy: Manage records, compile reports, and ensure data integrity.
* Project Support: Assist in project tracking, scheduling, and resource allocation.
* Invoicing: Ensure timely invoicing to our clients for On Demand services
Requirements, background, skills:
Qualifications & Background:
* Bachelor’s degree or equivalent experience in Business Administration, Management, or a related field (preferred but not essential).
* Previous experience in an administrative or coordinator role, ideally within a consultancy, professional services, or corporate environment.
* Experience supporting teams in a fast-paced, client-focused setting.
Key Skills & Competencies:
Organisational Excellence:
* Ability to manage multiple tasks, deadlines, and priorities effectively.
* Strong attention to detail with a proactive approach to problem-solving.
Communication & Interpersonal Skills:
* Excellent verbal and written communication skills.
* Professional and confident when engaging with clients, stakeholders, and colleagues.
Technical Proficiency:
* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other administrative tools.
* Experience with Microsoft Teams Planner or other project management tools.
Process & Efficiency Focus:
* Strong ability to streamline administrative processes and improve efficiency.
* Comfortable handling confidential information with discretion and integrity.
Adaptability & Initiative:
* Ability to work independently while also supporting a team.
* Resourceful, flexible, and eager to contribute to a dynamic work environment.
Due to the nature of the role you may occasionally have to work outside of normal business hours, in support of operations and business development.
We are looking for a candidate who is:
Highly organised & Proactive: You are a proactive individual with the ability to work independently. Adept at prioritising, developing a work schedule, monitoring progress, and tracking activities. You take initiative, anticipate needs, and find solutions before challenges arise. You don’t just complete tasks, you improve processes and add value.
Highly Organised & Detail-Oriented – You thrive on structure, you are adept at prioritising, developing a work schedule, monitoring progress, and tracking data information and activities.
Professional & Personable – You communicate with confidence and professionalism, whether engaging with senior stakeholders or supporting colleagues. Your positive, approachable nature makes you a trusted team member.
Resilient & Adaptable –You stay composed under pressure and adapt to new challenges with ease.
Discreet & Trustworthy – You handle sensitive information with the utmost confidentiality and integrity.
About The Role
Roles and Responsibilities:
Administrative Support & Communication
* Coordinate activities related to the On Demand project lifecycle, ensuring a consistent and high-quality standard is maintained throughout all aspects of the process.
* Prepare and distribute documents, proposals, presentations, and reports as required.
* Handle correspondence, emails, and inquiries efficiently. Ensure response times key performance indicators (KPIs) are met.
Operational Efficiency & Process Management
* Maintain and update internal databases, project management tools and filing systems.
* Develop and improve administrative procedures to streamline workflows and improve the customer experience.
* Ensure compliance with internal policies and industry standards.
Client Engagement
* Act as a point of contact for clients, managing inquiries and directing them appropriately.
* Support the preparation of client proposals, contracts, and documentation.
* Coordinate client meetings, ensuring agendas and minutes are well-documented.
Data Management & Reporting
* Track key performance indicators (KPI) and provide administrative support for reporting.
* Maintain accurate records of project timelines, deliverables, and financials.
* Generate reports and business insights to ensure wider situational awareness on the department’s operational performance and support decision-making.
Project Coordination & Support
* Assist in planning and tracking project milestones within the departments project management tool.
* Coordinate logistics for workshops, deployments, training sessions, and consultancy engagements.
* Support consultants in research, documentation, and presentation preparation.
Colleague & Stakeholder Engagement
Work alongside wider Healix stakeholders, including but not exclusive to the Healix Exec, Sales & Marketing, GSOC, Medical, Human Resources, IT, Finance and the Projects & Implementation team.
Invoice & Financing
Work alongside the Healix finance team to generate invoices to our clients and process invoicing in our accounting system
Skills Needed
About The Company
We offer UK employee healthcare benefits, and travel, medical and security assistance in every corner of the globe. Our purpose is to help people in difficult situations – whether that’s a cancer diagnosis, a need for medical assistance when they’re far from home, or being caught up in conflict or natural disaster. We talk to them, support them, and make sure they get the help they need. If necessary, we’ll pull them out and bring them home.
We’re co-ordinators and problem-solvers: experts at navigating the global health and security landscape. Our teams of doctors, nurses, travel and medical co-ordinators and security experts make sure that your people will be looked after, whatever happens supported by technology designed help individuals, not slot them into a predetermined solution.
We work with governments, broadcasters, NGOs, international corporations, major insurers and more. No two clients are the same: we adapt our services to their needs.
More importantly, we adapt to the practical and human needs of the individuals we protect. Most of us are on the front line; we keep our back office lean. We don’t use scripts, and we don’t time calls. We never lose sight of the fact that we’re dealing with real people.
Company Culture
Instead, we focus on ensuring our highly trained specialists have the space and time they need to be effective. We let them use their initiative to get the job done, because the situations they face often throw up unexpected challenges – and no protocol survives contact with the real world.
Our clients have thousands of employees and customers, at home and abroad, so they need a business big enough to handle any situation. But they chose Healix because they also need an organisation that’s personal enough to care.
Our people are driven to do things in the best way, not the way they have always been done. We work hard, and our efforts are rewarded with great development opportunities and a supportive team spirit.
We want to nurture this friendly and dynamic company culture so that we can continue to attract diverse talent with a breadth of knowledge and world-class skills. As a part of Healix, you can expect a range of excellent benefits and an environment where people really do care.
Desired Criteria
* Bachelor’s degree or equivalent experience in Business Administration, Management, or a related field
Required Criteria
* Ability to manage multiple tasks, deadlines, and priorities effectively.
* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other administrative tools.
* Strong ability to streamline administrative processes and improve efficiency.
Closing DateFriday 11th April, 2025