Executive Assistant / Medical Concierge ManagerPrivate GP Practice, Chelsea / Hybrid
Salary: £70,000–£100,000 per annum, depending on experience, seniority and contract structure. The upper end of the range reflects candidates with strong private EA, medical concierge, high-net-worth client support, practice management or operational experience, and the ability to provide high levels of ownership, discretion and flexibility.
Location: Primarily remote, with regular in-person meetings in Chelsea and occasional work from other Central London locations.
Core hours: 8:30am–6:30pm, Monday to Friday.
Flexibility: The role may occasionally run beyond 6:30pm depending on patient needs, urgent coordination, diary changes, travel, medical administration or time-sensitive concierge support.
Out-of-hours support: Rare urgent evening/night-time and weekend facilitation may be required across 7 days for genuine medical or concierge emergencies. This would usually involve coordination, escalation or communication rather than providing clinical advice.
Contract: Employed salary or self-employed/contract arrangement considered.
Benefits: Holiday, pension and flexible working options available depending on contract structure.
Equipment: Work phone and Apple Mac laptop provided.
Role Overview
An exceptional opportunity has arisen for a highly organised, discreet and detail-oriented Executive Assistant / Medical Concierge Manager to provide true right-hand support to a fast-paced Private GP with a remote-led practice based in Chelsea.
This is a small, highly specialised and fast-paced private medical practice providing a very personal level of care to a discerning patient base, including high-net-worth individuals and families.
The role combines medical executive assistance, private EA support, patient coordination, practice administration and high-touch concierge support. It requires someone calm, polished, tech-confident and highly proactive, with excellent judgement and a genuine ability to manage detail.
The successful candidate must be comfortable working in a growing practice where priorities can change quickly and where discretion, initiative, ownership and follow-through are essential. This is a trusted role for someone who can act as a true right hand, anticipate needs and ensure that nothing is missed.
This is not a traditional 9–5 EA role. The core hours are 8:30am–6:30pm, Monday to Friday, but the successful candidate must understand that occasional flexibility beyond these hours may be required, particularly where urgent patient coordination, diary changes, medical administration, travel or concierge support is needed.
Key ResponsibilitiesExecutive Assistant & Diary Management
- Extensive diary management, including booking meetings, appointments, calls and patient consultations
- Managing complex and changing schedules with accuracy, urgency and discretion
- Coordinating regular in-person meetings and occasional office-based work in Chelsea
- Supporting occasional work from other Central London locations
- Assisting with travel arrangements, including flights, accommodation, transport and itineraries
- Supporting occasional travel requirements, with reasonable notice and expenses covered where applicable
- Preparing agendas, documents, notes and follow-up actions
- Supporting both high-level coordination and day-to-day administrative tasks with the same level of care and attention
Medical Administration & Patient Coordination
- Using Semble as the main practice management system for patient administration, scheduling, billing workflows and records
- Liaising with patients, families, assistants, specialists, clinic teams and external providers
- Arranging referrals for specialist appointments, investigations, imaging and follow-up care
- Registering patients on laboratory, diagnostic and provider portals
- Chasing test results, reports and clinical correspondence
- Maintaining referral logs and ensuring all follow-up is tracked and completed
- Scanning, filing and managing medical records securely
- Maintaining accurate patient details, daily patient lists and clinical tracking spreadsheets
- Audio typing and preparing clinical documents where required
- Escalating clinical queries appropriately and understanding that the role does not involve giving medical advice
- Supporting the smooth coordination of remote private GP care
Technology, AI & Workflow Support
- Confidently using digital tools, practice management software and AI-supported workflows
- Working confidently on an Apple Mac and across cloud-based systems
- Using accounting and finance systems such as Xero and/or QuickBooks for invoicing, payment tracking, expenses and debt chasing
- Familiarity with, or willingness to learn, Heidi or other AI transcription and clinical administration tools
- Willingness to learn and use practice-specific systems, including Semble, Xero, QuickBooks, Heidi, AI transcription tools, automation platforms and other workflow systems
- Using AI tools appropriately to support drafting, formatting, summarising and administrative efficiency
- Maintaining accuracy, confidentiality and clinical discretion when using any AI-supported system
- Helping improve systems, templates, trackers and workflows as the practice grows
- Creating and formatting documents in Word, Excel, PowerPoint and other relevant platforms
- Being comfortable adopting new technology quickly and troubleshooting simple workflow issues
Governance, Confidentiality & Data Protection
- Handling sensitive medical, personal, financial and family information with absolute discretion
- Understanding and applying GDPR principles in day-to-day work
- Maintaining strict confidentiality across all patient, family, clinical and business matters
- Ensuring patient information is stored, shared and processed securely
- Following appropriate processes for medical records, clinical documents, referrals and test results
- Supporting safe, organised and auditable administrative workflows
- Completion of relevant confidentiality, information governance and safeguarding training as required
- Holding, or being willing to obtain, an up-to-date DBS check
Concierge & High-Net-Worth Client Support
- Providing discreet, polished and responsive support to private patients and their assistants
- Managing patient and assistant communication across email, phone and approved messaging channels with professionalism, discretion and clear boundaries
- Coordinating urgent requests calmly and appropriately
- Facilitating rare out-of-hours or night-time medical/concierge emergencies where needed
- Escalating urgent clinical matters appropriately to the doctor or relevant provider
- Maintaining a high standard of communication, tone and service at all times
- Anticipating patient, family and assistant needs with professionalism and care
- Understanding the level of service expected by high-net-worth individuals, families and their teams
Inbox, Invoicing & Operations
- Inbox management, including monitoring, prioritising, flagging and actioning emails
- Liaising with clients and assistants regarding appointments, invoices and logistics
- Invoicing and debt chasing using Xero, QuickBooks or similar accounting software
- Maintaining supplier relationships and managing incoming invoices
- Processing expenses
- Monitoring inventory and ordering general, office and medical supplies and equipment
- Maintaining accurate spreadsheets, patient trackers, referral logs and operational workflows
- Ensuring no detail is missed and all tasks are followed through to completion
The Ideal Candidate
The successful candidate will:
- Have previous EA, PA, medical PA, private PA, concierge, practice management or senior administrative experience
- Be exceptionally organised, accurate and detail-oriented
- Have huge attention to detail and excellent follow-through
- Be tech-confident and comfortable learning new systems quickly
- Be confident working on Apple/Mac systems, or willing to adapt quickly
- Have excellent diary, inbox and task management skills
- Be discreet, trustworthy and confident handling highly confidential information
- Understand the importance of GDPR, data protection and secure handling of medical information
- Be calm under pressure and able to manage competing priorities
- Have excellent written and verbal communication skills
- Be confident liaising with high-net-worth clients, family offices, assistants, specialists and suppliers
- Be proactive, intuitive and able to use their own initiative
- Be comfortable working in a small, niche, fast-paced and evolving practice
- Be comfortable with occasional ambiguity and changing priorities
- Have strong problem-solving skills
- Be polished, professional and emotionally intelligent
- Have excellent Microsoft Office skills, including Word, Excel, Outlook and PowerPoint
- Be confident using digital systems, practice management software and AI tools
- Be flexible around occasional urgent requests and rare out-of-hours coordination
- Hold, or be willing to obtain, an up-to-date DBS check
Essential Requirements
- Excellent organisational and administrative skills
- Strong diary and inbox management experience
- High level of discretion and confidentiality
- Exceptional attention to detail
- Excellent written English and communication skills
- Strong technical confidence and willingness to learn new systems quickly
- Confidence working on Apple/Mac systems or willingness to adapt quickly
- Understanding of GDPR, confidentiality and secure handling of sensitive medical information
- Ability to work independently and remotely
- Flexibility to attend meetings in Chelsea and occasionally other Central London locations
- Availability to work core hours of 8:30am–6:30pm, Monday to Friday
- Understanding that the role may occasionally run beyond 6:30pm where patient needs, urgent coordination, diary changes, travel or time-sensitive administration require it
- Willingness to provide rare 7-day urgent facilitation support for evening/night-time or weekend medical/concierge emergencies when required
- Up-to-date DBS check, or willingness to obtain one
Desirable Experience
- Private GP, medical concierge, executive health or private healthcare experience
- Experience supporting high-net-worth individuals, families, family offices or senior executives
- Experience with, or willingness to learn, Semble, Xero, QuickBooks, Heidi, AI transcription tools, automation platforms or similar healthcare/practice workflow systems
- Medical secretary, practice manager or healthcare coordination background
- Experience booking investigations, referrals, imaging, blood tests or specialist appointments
- Experience with private EA responsibilities, travel bookings and personal administration
Working Style
The role is primarily remote, with regular in-person meetings and occasional office-based work in Chelsea. Flexibility may be required to work from other Central London locations from time to time. Occasional travel may be required with notice, and relevant expenses will be covered.
This is a trusted, high-responsibility role requiring discretion, good judgement, warmth, efficiency, technical confidence and exceptional attention to detail.
This role would suit someone who enjoys being at the centre of a small, niche and high-performing private practice, where standards are high, communication matters and attention to detail is critical.
Pay: From £70,000.00 per year
Benefits:
- Free flu jabs
- On-site parking
- Private medical insurance
Work Location: In person
