Ophthalmology Directorate PA

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 26,000 - 36,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a skilled Personal Assistant to provide high-level administrative support to the Clinical Director, Directorate Manager, Matron and AHP Leads within the Ophthalmology Directorate.

You will manage diaries, coordinate meetings, prepare papers, and oversee the directorate’s communications and governance processes. The role requires strong organisational skills, teamwork and the ability to work independently under pressure.

Qualifications

• Degree qualification or equivalent experience.
• Masters level qualification or equivalent experience
• Experience of working in an administrative environment
• Experience leading, managing and delivering tasks within agreed timescales
• Experience of effective partnership working across complex systems with a variety of stakeholders
• Experience managing challenging situations and using lessons learnt to develop and share best practise
• Experience in implementing policies and processes
• Experience working in an NHS, or similar, setting
• Experience contributing to managing a project, aspect of service redesign or Cost Improvement Project.
• Involvement in NHS procurement or financial processes
• Experience working across organisations, particularly acute and community care interface
• Experience of analysing data and producing detailed reports suitable for a range of audiences
• Knowledge of general administrative functions
• Understanding of current NHS context
• Ability to effectively communicate and establish strong working relationships with a range of stakeholders, and work effectively as part of a team
• Excellent communication and interpersonal skills (including written, verbal, presentation skills).
• Able to problem solve and work independently within tight deadlines, manage workload with competing priorities and use initiative, escalating appropriately
• Well-developed IT skills (e.g. Microsoft office package, email systems).
• Enthusiastic, 'can-do, flexible approach
• Strong organisational skills
• Ability and willingness to independently problem solve,
• Experience utilising relevant AI programmes
• Experience using relevant hospital systems, such as Oracle, Optima, EPR, MediSIGHT

Responsibilities

• Provide primary PA administrative support to the Clinical Director, DM, Matron and AHP Leads including diary management, organising meetings and ensuring papers are prepared in advance.
• Coordinate and attend directorate meetings (virtual and face to face) with agendas, minutes and distribution.
• Manage meeting room bookings and travel arrangements as needed.
• Support DM in processing private patient activity and prepare regular Directorate communications including a monthly newsletter.
• Lead on Directorate events and audit meetings and maintain external/internal correspondence with care and discretion.
• Support directorate project/ transformation work, data analysis and documentation for CIPs.
• Plan and manage own time, multitask and meet tight deadlines; assist new starters with system access.
• Act as a general first point of contact for the directorate during periods of leave and liaise with wider teams (finance/HR) for support.

Skills

Diary management

Communication skills

Organisational skills

IT proficiency

Education

Bachelor level degree or equivalent

Masters level qualification (advantage)

Experience in an administrative environment

NHS or similar experience

Experience delivering projects or service redesign

Experience using hospital systems (Oracle/Optima/EPR/MediSIGHT)

Tools

Oracle

Optima

EPR

MediSIGHT

Job description

To provide skilled PA support to the Clinical Director, Directorate Manager (DM), Matron, Lead Optometrist and Lead Orthoptist. To support the DM, Clinical Director, Matron and Allied Health Professional (AHP) Leads in the development and maintenance of the Ophthalmology Directorate projects, policies and processes. You will act as the general first point of contact for the Directorate, providing close administrative/PA support to the Clinical Director, DM, Matron and AHP Leads. You will work alongside all areas of the directorate management, and wider divisional management team. You will be somebody who can both form strong working relationships with a wide range of people and therefore work well as part of a team, but also somebody who can work independently and manage competing priorities, using initiative and escalating appropriately. You will work closely with the operational management team., To provide skilled PA support to the Clinical Director, Directorate Manager (DM), Matron, Lead Optometrist and Lead Orthoptist. To support the DM, Clinical Director, Matron and Allied Health Professional (AHP) Leads in the development and maintenance of the Ophthalmology Directorate projects, policies and processes., § Oversee all Ophthalmology complaints from receipt to end point, maintaining accuracy and tracking within the directorate's complaints database § Ensure the prompt investigation and resolution of complaints in close liaison with the DM and other staff involved § Monitor action plans to prevent reoccurrence and ensure implementation, reporting back to DM as needed § Monitor the effectiveness and efficiency of the complaints process, improving and updating the process where necessary § Ensure that complaints are completed in line with the Trust's policy § Collect data from all clinical units, regarding gestures of thanks/patient complimentsData and Administration § Provide primary PA administrative support to the Clinical Director, DM, Matron and AHP Leads including diary management, organising meetings with senior staff members as requested and ensuring that relevant papers are available in advance of meetings. This may involve liaising with other teams across the Trust - for example finance and HR. § Co-ordinate and attend directorate meetings (virtual and face to face) in liaison with the relevant meeting chair as required. Support preparation and distribution of agendas, minutes/notes and any other coordination as needed. § Manage meeting room bookings electronically. § Coordinate travel arrangements as needed - for example supporting those to peripheral clinics. § Support DM in processing private patient activity, where required. § Prepare and distribute regular Directorate-wide communications, maintaining up to date circulation lists both manual and electronic as required. This includes management of a monthly newsletter and maintenance of intranet/Sharepoint site. § Lead on organisation of Directorate GREAT days and audit meetings - twice annually. § Support and lead on preparation and maintenance of external and internal correspondence as required and requested by members of the directorate triumvirate - this may include sensitive information across various staffing groups. § Support the Directorate Manager with project/transformation work and delivery of CIPs. This may include audit, data analysis and/or preparation of relevant documents. § Plan and manage own time using organisational and prioritising skills with the ability to multitask and meet tight deadlines. § Support new starters - for example, arranging access to relevant systems. § Act as a general first point of contact for the directorate, particularly during periods of leave in the triumvirate. Rota Management § Manage and update the clinical rota, including the actioning of all doctor leave requests on the Medirota system under the guidance and support of the Clinical Lead and Heads of Services. § Process additional session claims for clinical team and e-expenses, once approved by DM/relevant head of service. § Act as a point of contact for processing study leave applications, including requesting receipts, travel expenses and training confirmations. § Act as a point of contact in the absence of the Medical Staffing Coordinator for Patchwork staff. Financial Support § Delegated responsibility for the management of invoices and other financial processes, as directed by the DM. § Initiate all procedures such as quotations, clinical engineering approval, applications and so on. § Raise stationary, furniture and purchase order numbers on Oracle for the Directorate. Maintain and secure appropriate stock of stationary for the Directorate. HR Tasks § Coordinate authorisation of Directorate Vacancies via the TRAC system. § Review and support with job plan alterations and meetings § Support enrolment of new staff,particularly medical staff, across the Directorate. § Collate, circulate and monitor HR data as requested, particularly relating to Statutory and Mandatory Education and Appraisal data. 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.

Qualifications

• Degree qualification or equivalent experience.
• Masters level qualification or equivalent experience
• Experience of working in an administrative environment
• Experience leading, managing and delivering tasks within agreed timescales
• Experience of effective partnership working across complex systems with a variety of stakeholders
• Experience managing challenging situations and using lessons learnt to develop and share best practise
• Experience in implementing policies and processes
• Experience working in an NHS, or similar, setting
• Experience contributing to managing a project, aspect of service redesign or Cost Improvement Project.
• Involvement in NHS procurement or financial processes
• Experience working across organisations, particularly acute and community care interface
• Experience of analysing data and producing detailed reports suitable for a range of audiences
• Knowledge of general administrative functions
• Understanding of current NHS context
• Ability to effectively communicate and establish strong working relationships with a range of stakeholders, and work effectively as part of a team
• Excellent communication and interpersonal skills (including written, verbal, presentation skills).
• Able to problem solve and work independently within tight deadlines, manage workload with competing priorities and use initiative, escalating appropriately
• Well-developed IT skills (e.g. Microsoft office package, email systems).
• Enthusiastic, 'can-do, flexible approach
• Strong organisational skills
• Ability and willingness to independently problem solve,
• Experience utilising relevant AI programmes
• Experience using relevant hospital systems, such as Oracle, Optima, EPR, MediSIGHT

About Oxford University Hospitals NHS Foundation Trust

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.