Administrative Assistant, European Planning Office

Why Join Us

Why You’ll Love Working at Cook At Cook, we believe in taking care of our people so they can take care of others. As a global, family-owned company that has been improving patients’ lives since 1963, we’re committed to doing business with integrity and making a positive impact in the communities where we live and work.

 

We’re guided by strong ethical standards and core values, and 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.

 

What You Can Expect at Cook These are some ways we support our people across Cook:

• Meaningful work & strong values: Contribute to improving patient care globally in a company known for high ethical standards and integrity.
• Competitive rewards & security: Competitive, performance-related compensation and benefits that support your health and financial wellbeing.
• Flexibility & time off: Paid time off, holidays, and hybrid or remote work options for many jobs, where possible.
• Growth & development: Learning opportunities, educational assistance, and development programs to help you grow your skills and career.
• Wellbeing & community: Health and wellness initiatives, social activities, and community engagement that help you feel connected and supported.
• Benefits and programs vary by country and job. Our recruiters can provide more information about the specific benefits and programs available in your location.

Overview

The Administrative Assistant is central to keeping referrals for custom-made devices moving accurately and on time, and 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, London.

Responsibilities

Referral & Case Management (organisational skills)

· Monitor, review and input referrals for Custom Made Devices, prioritising 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, prioritising effectively when referral volume increases

Stakeholder Communication

· 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

Systems, Reporting & General Administration

· 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

Continuous Improvement & Wider Support

· 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

· 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

Qualifications

Essential

· 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

 

Desirable

· A relevant qualification (e.g. business administration)

· General office experience gained in a medical or clinical environment