Executive Assistant

Oxford Health NHS Foundation Trust; Oxford; On-site; GBP 32,000 - 46,000; Full time

Benefits offered by this job

27 days annual leave

NHS Discount

Pension scheme

Lease car

Cycle to work

Employee Assistance Programme

Mental Health First Aiders

Staff support groups

Job summary

Oxford Health NHS Foundation Trust is seeking an experienced Executive Assistant to join the Executive Office team to support the work of the Trust's directors. The postholder will be skilled in confidential support, complex diary management and governance processes, in a fast-paced healthcare setting.

The role involves coordinating meetings, travel and stakeholder communications, maintaining professional relationships, and ensuring compliant handling of sensitive matters.

Qualifications

• Experience supporting senior leaders in corporate or public sector settings.
• Ability to handle confidential information with discretion and tact.
• Strong time-management and relationship-building skills.

Responsibilities

• Provide high-level, confidential executive support to designated Directors, acting with discretion and professionalism.
• Act as primary point of contact for Directors, managing correspondence and stakeholder communications with timely responses and escalation where needed.
• Proactively manage complex diaries, schedules and priorities, coordinating meetings, travel, events and commitments.
• Prepare, coordinate and administer meetings and governance processes, including agendas, papers, minutes and action tracking.
• Develop and maintain effective working relationships with Board members, senior leaders, staff, patients and external partners.
• Support the management of complaints, information requests and other sensitive matters, ensuring compliant handling.
• Lead and coordinate administrative processes including records management, expenses, rota coordination and reporting.
• Provide cross-cover for other EAs and the Chief Executive/Chair as required.

Skills

Executive support

Diary management

Stakeholder management

Communication

Discretion

Time management

Job description

The Trust is recruiting for an experienced Executive Assistant to join its Executive Office team to support the work of the Trust's directors. The postholder will be experienced in supporting senior leaders in corporate settings and will be comfortable and confident working in complex and fast-paced environments with a need for discretion and tact and excellent time-management and relationship building skills.

The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before any variations to the job description are made.

• Provide high-level, confidential executive support to designated Executive and Non-Executive Directors, acting with discretion, sound judgement and professionalism at all times.
• Act as the primary point of contact for the Executive and Non-Executive Directors, managing correspondence, enquiries and stakeholder communications, ensuring timely responses and appropriate escalation of sensitive or complex matters.
• Proactively manage complex diaries, schedules and competing priorities, coordinating meetings, travel, events and commitments to maximise executive effectiveness.
• Prepare, coordinate and administer meetings and governance processes, including agendas, papers, reports, minutes, action tracking and committee deadlines.
• Develop and maintain effective working relationships with Board members, senior leaders, staff, patients, external partners and other stakeholders, providing a professional and responsive service.
• Support the management of complaints, information requests and other sensitive matters, ensuring accurate handling, follow-up and compliance with organisational procedures.
• Lead and coordinate a range of administrative and operational processes, including records management, expenses, rota coordination, reporting requirements and office systems.
• Provide cross-cover and support for other Executive Assistants, the Chief Executive and Chair as required, contributing to the effective operation of the Executive Office including duty Executive Assistant rota.

Please note that this role will require us to undertake a DBS check as a part of your onboarding.

Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”

Our values are: “Caring, safe and excellent”

We offer a wide range of benefits designed to support your career and wellbeing. These include:

• Opportunities for career progression
• Access to tailored individual and Trust wide learning and development
• 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
• NHS Discount across a wide range of shops, restaurants and retailers
• Competitive pension scheme
• Lease car scheme
• Cycle to work scheme
• Employee Assistance Programme
• Mental Health First Aiders
• Staff networking and support groups hosted by our Equality, Diversity & Inclusion team

For further details / informal visits contact: Name: Charlotte Evans Job title: Executive Office Manager Email address: [e-mail] Telephone number: 07741 102795

At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.