Ophthalmology Directorate PA - Strategic Admin Lead

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

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.