Directorate Manager

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 28,000 - 35,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an experienced personal assistant to support the Trauma, Orthopaedic & Rheumatology Directorate Quadrumvirate. You will manage emails, diaries, documents, and procurements while handling sensitive information with discretion.

You will coordinate senior meetings, prepare papers and minutes, and support governance and HR processes in a busy clinical environment.

Qualifications

• Experience of working within a busy administrative environment.
• Proven track record of leading and motivating teams.
• Experience in a clinical admin setting handling HR, Finance and Governance at senior level.
• High level of influencing and negotiation skills.
• Develops and maintains effective working relationships with patients, carers, managers, clinical and non-clinical staff.

Responsibilities

• Provide first point of contact administrative support to the Quadrumvirate.
• Email management, diary management, typing, document creation and formatting.
• Procurement management – raising purchase orders and NEP system duties.
• Prepare letters, reports and PowerPoint presentations; organise and coordinate senior meetings.
• Arrange meetings/conferences, travel and accommodation; take minutes and maintain action trackers.
• Monitor diaries, answer queries, support complaints process and ensure data protection compliance.

Skills

Experience in busy administration

Proven leadership & motivation

Clinical admin experience (HR/Finance/

Tools

PowerPoint

Excel

Word

SharePoint

Microsoft Forms

Job description

To provide a first point of contact administrative support to the Quadrumvirate The post holder will be expected to form strong working relationships with the Division, clinical leads and corporate departments. To provide administrative support to the Quadrumvirate. This will include e-mail management, diary management, typing, document creation and formatting. Procurement management - raising of purchase orders, receipting as required, all aspects of NEP system to meet the needs of the Directorate Management Team., To provide a high standard of administrative duties to include Microsoft PowerPoint, Excel and Word packages SharePoint pages Microsoft forms. To be able to work autonomously, to work confidentially, to manage their workload effectively. Support / co-ordinate the complaints process led by matrons for the directorate. To have initiative, excellent organisational and communication skills and the ability to work effectively in a busy environment, with competing time pressures. Ensure that accurate records are kept on e-rostering of annual leave sickness and any other special leave by checking timesheets and adding any overtime and extra shifts as directed by DM. Daily senior administration duties include monitoring and management of diaries, answering the telephone, proposing solutions and resolving queries, some of which may be complex and sensitive. Arranging meetings, minute taking for specified management/board level meetings (and ad hoc meetings when required). Acting on any urgent emails and responding to routine enquiries appropriately. Preparation of letters, reports and documents, including PowerPoint presentations, charts and diagrams. This will involve working with the Quadrumvirate. Organise, prepare and co-ordinate senior meetings both on and off site as necessary, including conferences. This may involve arranging hotel accommodation and train tickets. Represent the service at meetings including preparing meeting schedules, draft agendas, receiving and distributing papers, printing papers or loading them onto appropriate platforms, taking and transcribing minutes, preparing and updating action trackers appropriately and in a timely manner. Awareness of the implications of the Data Protection Act, the security of hard/software and the Freedom of Information Act. Undertake small projects as appropriate. Ensure all mandatory training is completed as required and comply with the Trusts' policies and procedures., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. We are looking for an organised and experienced personal assistant to support the Trauma, Orthopaedic & Rheumatology (TOR) Directorate Quadrumvirate.

• Experience of working within a busy Administration environment
• A proven record of leading and motivating
• Evidence of relevant experience within a clinical administrative environment understanding and managing HR, Finance and Clinical Risk/Governance issues at a senior level.
• High level of influencing and negotiation skills
• Develops and maintains effective working relationships with patients, carer's managers, clinical and non-clinical staff

Desirable criteria

• Knowledge of NHS
• Experience of hospital administrative systems
• Willingness to undergo further training as identified
• Change management experience

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel. In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Band: B5 Hours of work: 37.5 hrs per week (flexible working hours supported)