Job summary
Are you looking to take your Executive Assistant career to the next level?
Are you ready to be part of a team of highly professional and motivated EAs in a role that offers career progression?
YES! Read on...
Oxford University Hospitals NHS Foundation Trust is seeking an Executive Assistant to support our Chief Executive Officer. The role requires an enthusiastic and highly adaptable approach to working in a dynamic environment.
- The successful Executive Assistant will be based at the Trust Headquarters at the John Radcliffe Hospital with the opportunity for some home working. You will be part of a team of highly motivated EAs who each support a different Chief Officer but equally all support each other when needed.
- This role offers a great opportunity for an existing Executive Assistant to enhance their career by working with a Chief Officer at a world-renowned centre of excellence and one of the largest teaching hospitals in the UK. This role also offers the successful candidate the opportunity for career progression, by taking your transferable skills into a Business Manager or Project Manager position.
Main duties of the job
As Executive Assistant, you hold a key role within the Chief Officer team based in Trust Headquarters. You will enhance the effectiveness of the Chief Executive Officer (CEO) through the provision of professional and comprehensive support. You will represent the CEO to internal and external stakeholders and manage their business in a confidential, effective and efficient manner.
This is a fast-paced, demanding, yet highly rewarding role. Your main duties will include:
- Diary management
- Email management
- Meeting preparation
- Understand the Chief Officer's short, medium and long-term priorities and providing bespoke and flexible support as new priorities emerge.
- Working collaboratively with other EAs as necessary
- Working with key stakeholders (both internally and externally) on specific tasks and projects
About us
Oxford University Hospitals NHS Foundation Trustis 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 of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call thisDelivering 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 theOUH YouTube channel.
Job description
Job responsibilities
- Diary management: Manage CEO diary, prioritising as appropriate to ensure the CEOs time is efficiently utilised
- Understand the CEOs short, medium and long-term priorities and providing bespoke and flexible support as new priorities emerge
- Email management: Draft correspondence, track progress on incoming and outgoing email traffic
- Receive and action correspondence and enquiries into the CEO Office and prioritise for action, draft correspondence accordingly
- Meeting agenda preparations, transcribing and minute taking as required
- Trust Board & Council of Governors: Work alongside the Programme Manager and Corporate Governance Team to ensure the CEO has timely committee information
- 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 by the CEO and Programme Manager and liaise with direct reports/teams to resolve
- Project Management support on designated projects as assigned by the Programme Manager to ensure alignment on planning, implementation and communication across the Trust
- 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
- Work with the communications team to ensure internal and external communications are fit for purpose and timely
- Set up telephone/videoconferencing facilities for meetings, share technological advancements as necessary with the team and support the roll out of new technology
- Raise requisitions/order numbers on Oracle as required
- Other ad hoc duties as agreed with CEO and/or Programme Manager
Job description
Job responsibilities
- Diary management: Manage CEO diary, prioritising as appropriate to ensure the CEOs time is efficiently utilised
- Understand the CEOs short, medium and long-term priorities and providing bespoke and flexible support as new priorities emerge
- Email management: Draft correspondence, track progress on incoming and outgoing email traffic
- Receive and action correspondence and enquiries into the CEO Office and prioritise for action, draft correspondence accordingly
- Meeting agenda preparations, transcribing and minute taking as required
- Trust Board & Council of Governors: Work alongside the Programme Manager and Corporate Governance Team to ensure the CEO has timely committee information
- 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 by the CEO and Programme Manager and liaise with direct reports/teams to resolve
- Project Management support on designated projects as assigned by the Programme Manager to ensure alignment on planning, implementation and communication across the Trust
- 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
- Work with the communications team to ensure internal and external communications are fit for purpose and timely
- Set up telephone/videoconferencing facilities for meetings, share technological advancements as necessary with the team and support the roll out of new technology
- Raise requisitions/order numbers on Oracle as required
- Other ad hoc duties as agreed with CEO and/or Programme Manager
Person Specification
Essential
Essential
- Educated to degree level or equivalent experience
Essential
Essential
- Experience as an Executive Assistant
Desirable
Essential
Essential
- Experience of taking minutes
Essential
Essential
- Demonstrates effective organisational skills
Essential
Essential
- Delivery of excellent administrative service
Essential
Essential
- Ability to develop effective working relationships
Person Specification
Essential
Essential
- Educated to degree level or equivalent experience
Essential
Essential
- Experience as an Executive Assistant
Desirable
Essential
Essential
- Experience of taking minutes
Essential
Essential
- Demonstrates effective organisational skills
Essential
Essential
- Delivery of excellent administrative service
Essential
Essential
- Ability to develop effective working relationships
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
