Executive Assistant

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 42,000 - 62,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an Executive Assistant to the Chief Executive Officer and Deputy Chief Executive Officer. The role requires proactive, highly organised support at executive/senior management level with excellent MS Office skills and the ability to manage complex priorities under pressure.

You will work to ensure timely delivery of agendas, papers and minutes for committees, collaborate with the Board and Governors, and provide project management

Qualifications

• Recognised qualification in Business and Administration, or other relevant qualification and significant administrative experience.
• Proven experience of administrative support to Executives and/or senior management.
• Experience of managing a demanding workload.
• Experience of managing committees, taking and transcribing formal minutes and report writing.
• Good communication skills.

Responsibilities

• Diary management for CEO/DCEO and prioritisation.
• Draft correspondence and manage emails for CEO/DCEO.
• Support committees, agendas, papers, minutes, and bi-monthly report.
• Collaborate with Trust Board and Governors for timely presentations.
• Project management support on designated projects.
• Manage IT and office expenditures via Oracle purchase orders.
• Coordinate with communications for fit-for-purpose messages.
• Deliver training on admin systems and processes.
• Promote agile, continuous improvement in the executive function.
• Provide cover for peers to ensure office coverage.

Skills

Diary management

Prioritisation

Communication skills

Administrative support

Team collaboration

Education

Business and Administration qualification

Degree level education

Tools

Microsoft Office

Oracle

Job description

Main Tasks and Responsibilities

• Diary management: Manage CEO/DCEO diaries, prioritising as appropriate to ensure their time is efficiently utilised.
• Understand the CEO and DCEO short, medium and long-term priorities and provide bespoke and flexible support as new priorities emerge.
• Email management: Manage and prioritise inboxes, track progress on incoming and outgoing email traffic, and draft correspondence on behalf of CEO/DCEO.
• Receive and action other written correspondence and enquiries into the CEO/DCEO office and prioritise for action, draft correspondence accordingly.
• Support committees as appropriate, and specifically manage the Delivery Committee, including meeting agenda preparation, meeting paper collation and circulation, minute taking and provided a bi-monthly committee report.
• Trust Board & Council of Governors: Work alongside the Programme Manager and Corporate Governance Team to ensure agenda items and associated presentations are delivered in a timely manner.
• Manage difficult conversations (at all levels) in a tactful yet confident manner; understand the importance of delivery and meeting tight deadlines.
• Proactively follow up on actions given and liaise with deputies/direct reports/teams to resolve.
• Be visible across the Trust to represent the CEO/DCEO.
• Project Management support on designated projects as assigned by the CEO/DCEO, ensure alignment on planning, implementation and communication across the Trust.
• Monitor and order IT and Office related expenditure. Raise stationery, furniture and other purchase order numbers on Oracle as required.
• Work with the communications team to ensure internal and external communications for the Chief Officer is fit for purpose and timely.
• Deliver both formal and informal training in relevant administrative or business management systems and processes for a wide range of colleagues from a variety of backgrounds to enable the development of a culture of continuous improvement.
• Executive Assistant Team: Play an active role in the development and implementation of administrative procedures within the Executive Function to ensure that high standards are set and maintained.
• Work collaboratively to make the Executive Function/office an agile and cohesive working environment.
• Provide cover for peers as required to ensure coverage is maintained across the Executive Function.
• Act as an exemplary role model of 'What good looks like'.
• Share technological advancements as necessary with the team and support the roll out of new technology.
• Other adhoc duties as agreed with CEO/DCEO and Programme Manager.

An exceptional opportunity for a pro-active and highly organised Executive Assistant to support the Chief Executive Officer and Deputy Chief Executive Officer. The successful candidate will have previous experience at executive/senior management level and have excellent organisational skills, ability to manage complex priorities, a high level of competency in using Microsoft Office and the ability to work under pressure, prioritise workloads and work to deadlines. Excellent communication skills, both written and verbal, are required and the postholder will have the ability to liaise with staff at all levels and work effectively as part of a team.

Qualifications

• Recognised qualification in Business and Administration, or other relevant qualification and significant administrative experience. ce
• Proven experience of administrative support to Executives and/or senior management
• Experience of managing a demanding workload
• Experience of managing committees, taking and transcribing formal minutes and report writing
• Good communication skills

Desirable criteria

• Educated to degree level
• Evidence of continued professional development
• NHS 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. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu Our values, standards and behaviours define 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.

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.