Operational Manager Assistant for Radiology at Karolinska University Hospital

Are you an experienced executive assistant who thrives in a proactive and structured role where quality, service, and coordination are in focus? We are now looking for an operational manager assistant for the medical unit of radiology at Karolinska University Hospital.

In this role, you will have a central function as administrative support to the operational manager in a complex organization. We warmly welcome your application!

You will be offered

• a developing role in a dynamic organization with many points of contact
• a key role with significant influence over the administrative development of the medical unit, in close collaboration with the operational manager
• collegial support from other executive assistants within the function
• varied workdays with changing tasks and points of contact within and outside the function.

Of course, you will also benefit from our general benefits that Karolinska University Hospital offers you.

About the position

The radiology department at Karolinska is divided into four medical units currently led by a common operational manager. The operations are conducted both in Huddinge and Solna and are characterized by a high pace, many points of contact, and close collaboration between different functions.

As an operational manager assistant, you will have a central and varied function where you work closely with the operational manager and serve as an overarching administrative and coordinating support. You are responsible for coordinating, documenting, and following up meetings and ensuring that the right materials are in place.

Your tasks include, among others:

• coordination and planning of management meetings, collaboration meetings, research and development meetings, and other gatherings
• preparation of invitations and presentation materials, as well as minute-taking at various types of meetings
• coordination, participation, and driving of various projects
• administration and development of internal and external newsletters and web pages in collaboration with other web editors
• email and calendar management for the operational manager
• personnel administration in Heroma
• financial and purchasing administration as well as handling invoices
• management of contracts, orders, and conference and travel bookings
• IT administration such as ordering permissions, systems, and equipment.

The role involves managing many parallel tasks and, if necessary, assisting the organization with administrative support.

We are looking for someone who

• enjoys working independently, takes initiative, and has the ability to find solutions to complex issues
• has a flexible and adaptable approach and enjoys a role with varying pace
• is proactive, meets deadlines with a high sense of service, and is responsive to the organization’s needs
• has high integrity, is responsible, and is driven to deliver quality work
• has a professional demeanor, good social skills, and enjoys providing that little extra in service.

We place great importance on personal suitability for the role.

Qualifications

Requirements:

• High school education
• Documented experience providing administrative support to managers at higher management levels
• Very good knowledge of MS Office, especially Word, Excel, PowerPoint, and Outlook
• Previous experience in personnel administration
• Very good ability to express oneself verbally and in writing in Swedish and good knowledge of English

Meritorious:

• Experience working with research and development issues
• Experience from similar administrative work within healthcare
• Relevant education for the position, such as medical secretary or other education deemed suitable by the employer
• Experience in improvement work in project form
• Familiarity with administrative systems such as Heroma, Clockwork, and Raindance.

About the recruitment process

Selection and interviews may take place continuously during the application period.

When applying, you need to attach your CV. Instead of a personal letter, we ask you to answer selection questions and briefly explain why you are suitable for the role. Answering the questions is a prerequisite for your application to be considered complete.

We warmly welcome your application - Together we are Karolinska!

Before filling the position that involves caring for children and youth, the person offered the position will be checked against the suspicion and criminal record register. Read more here (https://www.karolinska.se/jobba-hos-oss/rekrytering-pa-karolinska/).

As an employee at Karolinska University Hospital, you may be placed in a war position. Read more here (https://www.karolinska.se/jobba-hos-oss/var-arbetsplats/totalforsvarsplikt-allman-tjansteplikt-och-krigsplaceringar-pa-karolinska-universitetssjukhuset/).

If you are or have previously been employed in Region Stockholm, we will take internal references from your current or previous manager if you become a candidate for employment.

For permanent positions, a probationary period may be applied.

About Karolinska University Hospital

At Karolinska University Hospital, we are proud to be one of the world's leading university hospitals. In addition to our special responsibility for highly specialized care in the Stockholm region, our main mission is to educate future healthcare employees together with Karolinska Institute and conduct world-leading research while continuing our work to develop care for the patient's best. We work in a variety of areas and professions.

Our vision - We will cure and relieve tomorrow what no one can cure and relieve today.

Please read more about us at Karolinska.se (https://www.karolinska.se/) and follow us on social media!

Function Medical Diagnostics Karolinska

Function Medical Diagnostics Karolinska is a merger of Karolinska University Laboratory and Imaging and Function with laboratory operations, radiology, nuclear medicine, medical radiation physics, radiopharmacy, and radiation safety within Karolinska University Hospital.

For more information, visit here (https://www.karolinska.se/om-oss/teman-och-funktioner/medicinsk-diagnostik-karolinska/).

For more information about Karolinska University Laboratory, visit here (https://www.karolinska.se/for-vardgivare/karolinska-universitetslaboratoriet/).