Job summary
August 2020 saw the launch of our new Trust Strategy. One of our three key objectives is focused on 'Our People'. As part of this objective we are committed to developing our leaders and fostering great teams so everyone feels included and valued as #OneTeamOneOUH.
To enable delivery of 'Our People' objectives, our NHS People Plan and our people recovery programme we are investing in the development of our People function to ensure we have the right skills, capabilities and resource.
As part of this development we have established a programme support team and are looking for a programme assistant to join us.
This is a great opportunity if you are passionate about making a positive difference to the working lives of our people at Oxford University Hospitals (OUH).
Main duties of the job
The main purpose of this role is to provide support to the Trust's Culture and Leadership Service, assisting in the progression of the service Programme Plan. This support will be primarily in an administrative capacity, although it may include project-work, delivering training and data analysis as required. This role will work closely with the Culture and Leadership Programme Manager to provide support to the wider Culture and Leadership Service. This will include support for the overall development, implementation, management and evaluation of effective systems, processes, business and performance elements of the Culture and Leadership Service (including Leadership and Talent Management, Engagement and Recognition, Equality, Diversity and Inclusion (EDI), Staff Experience and Wellbeing). Being a competent project & administrative assistant is just the beginning. We also want you to be values driven, digitally savvy, have a creative and flexible mind-set, motivated to always look at how things can be continually improved and energised by working in a compassionate, inclusive and dynamic team environment.
The role is full time - 37.5 hours per week - We will consider flexible working arrangements and job share for the right candidates.
If you believe this role is a good fit for you, we look forward to receiving your application.
Closing Date is 23rd October 2023 & we may close the vacancy early if/when a sufficient volume applications are received.
About us
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 of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand 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
Administrative Support
- Co-ordinate and minute meetings of the C&LS programme, Steering Groups, Staff Networks and general team meetings.
- Provide effective and timely admin services to specific C&L programmes, initiatives, events, tasks and the needs of leads.
- Maintain collection systems to provide accurate and timely data to enable the ongoing monitoring and reporting of activity across all areas of the C&LS.
- Participate in relevant working groups/projects, services and initiatives to provide support for specific C&LS programmes of work.
- Coordinate ad hoc and/or regular reports and presentations on C&LS programmes for colleagues as appropriate.
- Deliver an integrated approach to administration support for the C&LS through competent and effective team working and communication.
- Supporting administration of audits, frameworks and governance related to the C&LS.
- Ensure the Trust vision, values and behaviours are reflected in all activity for which this post holder is responsible .
- Support the C&LS in maintaining email inboxes, including the Culture@ouh.nhs.uk inbox, Staff Survey inbox and the inboxes for our Staff Networks.
- Maintain mailing lists, Yammer pages, intranet pages and other communication streams used by C&LS.
- Administer and support the training programmes delivered by the C&LS, involving the use of the Trusts electronic My Learning Hub system (MLH).
- Support in the completion and sign-off of equality impact assessments.
- Provide project-specific administrative support as required. This can include: data entry, room bookings, event planning, and diary management.
- Ensure C&LS communications are effectively distributed across the Trust, including in physical locations as appropriate.
- Produce certificates of attendance for any events requiring certification.
- Produce signature lists, directions signs and other event documentation as required.
- Monitor the movement of C&LS programme actions against the action tracker, prompting people to complete their actions in a timely manner; recording progress updates, risks/issues/actions/decision logs and providing highlight summaries to the C&L Programme Manager.
- Supporting the review and development of Policies and Procedures.
Communications and Engagement
- Create and distribute marketing and communications material for the C&LS to build its brand, promote its offerings and maximise technology and social media activity.
- Compile the quarterly C&LS news bulletin.
- Ensure the communications plan is adhered to and the yearly events are communicated in a timely manner to increase attendance.
- Regularly update and maintain the C&LS Intranet and internet pages.
- Liaise with our people from across the Trust in the delivery of the C&LS objectives as appropriate.
- Attend meetings with different groups as appropriate including a range of different service and professional groups.
- Have face to face, telephone, electronic and written communication with a range of stakeholders.
Research
- Conduct research to support projects and initiatives being run by the C&LS. This may involve retrieval of information from Trust datasets as well as research from external sources through internet searches and publicly accessible reports.
- Support and facilitate engagement events with different stakeholder groups.
- Analyse data sets, providing meaningful interpretation of results for areas of responsibility.
- Collect project-specific information, as required, to support development and evaluation of projects.
- Support the development of surveys and other data collection tools, as required.
Personal Leadership
- Take responsibility for own development and learning, including preparing for and proactively contributing to value based appraisals and regular catch ups with your leader.
- Keep up to date on NHS People Plans and Strategies, including Leadership, Equality Diversity and Inclusion and wider health related initiatives.
- Manage own workload with minimal supervision.
- Role model the Trust values (Learning, Respect, Delivery, Excellence, Compassion, and Improvement) in day-to-day delivery of the role.
- Maintain high standards of confidentiality at all times when dealing with personal information and other sensitive information.
Other
- Opportunities will be available to develop facilitation skills to support with co-facilitating C&L events / engagement workshops, etc. With appropriate guidance facilitate C&LS related workshops training, such as Induction and C&LS related Core Skills training.
In supporting the C&LS, obtain C&L related content and information from the Divisions to contribute to the writing of reports by members of the C&LS relating to staff experience (for example but not limited to Exit Interviews, Equality, Diversity and Inclusion data, Staff Survey results).
Job description
Job responsibilities
Administrative Support
- Co-ordinate and minute meetings of the C&LS programme, Steering Groups, Staff Networks and general team meetings.
- Provide effective and timely admin services to specific C&L programmes, initiatives, events, tasks and the needs of leads.
- Maintain collection systems to provide accurate and timely data to enable the ongoing monitoring and reporting of activity across all areas of the C&LS.
- Participate in relevant working groups/projects, services and initiatives to provide support for specific C&LS programmes of work.
- Coordinate ad hoc and/or regular reports and presentations on C&LS programmes for colleagues as appropriate.
- Deliver an integrated approach to administration support for the C&LS through competent and effective team working and communication.
- Supporting administration of audits, frameworks and governance related to the C&LS.
- Ensure the Trust vision, values and behaviours are reflected in all activity for which this post holder is responsible .
- Support the C&LS in maintaining email inboxes, including the Culture@ouh.nhs.uk inbox, Staff Survey inbox and the inboxes for our Staff Networks.
- Maintain mailing lists, Yammer pages, intranet pages and other communication streams used by C&LS.
- Administer and support the training programmes delivered by the C&LS, involving the use of the Trusts electronic My Learning Hub system (MLH).
- Support in the completion and sign-off of equality impact assessments.
- Provide project-specific administrative support as required. This can include: data entry, room bookings, event planning, and diary management.
- Ensure C&LS communications are effectively distributed across the Trust, including in physical locations as appropriate.
- Produce certificates of attendance for any events requiring certification.
- Produce signature lists, directions signs and other event documentation as required.
- Monitor the movement of C&LS programme actions against the action tracker, prompting people to complete their actions in a timely manner; recording progress updates, risks/issues/actions/decision logs and providing highlight summaries to the C&L Programme Manager.
- Supporting the review and development of Policies and Procedures.
Communications and Engagement
- Create and distribute marketing and communications material for the C&LS to build its brand, promote its offerings and maximise technology and social media activity.
- Compile the quarterly C&LS news bulletin.
- Ensure the communications plan is adhered to and the yearly events are communicated in a timely manner to increase attendance.
- Regularly update and maintain the C&LS Intranet and internet pages.
- Liaise with our people from across the Trust in the delivery of the C&LS objectives as appropriate.
- Attend meetings with different groups as appropriate including a range of different service and professional groups.
- Have face to face, telephone, electronic and written communication with a range of stakeholders.
Research
- Conduct research to support projects and initiatives being run by the C&LS. This may involve retrieval of information from Trust datasets as well as research from external sources through internet searches and publicly accessible reports.
- Support and facilitate engagement events with different stakeholder groups.
- Analyse data sets, providing meaningful interpretation of results for areas of responsibility.
- Collect project-specific information, as required, to support development and evaluation of projects.
- Support the development of surveys and other data collection tools, as required.
Personal Leadership
- Take responsibility for own development and learning, including preparing for and proactively contributing to value based appraisals and regular catch ups with your leader.
- Keep up to date on NHS People Plans and Strategies, including Leadership, Equality Diversity and Inclusion and wider health related initiatives.
- Manage own workload with minimal supervision.
- Role model the Trust values (Learning, Respect, Delivery, Excellence, Compassion, and Improvement) in day-to-day delivery of the role.
- Maintain high standards of confidentiality at all times when dealing with personal information and other sensitive information.
Other
- Opportunities will be available to develop facilitation skills to support with co-facilitating C&L events / engagement workshops, etc. With appropriate guidance facilitate C&LS related workshops training, such as Induction and C&LS related Core Skills training.
In supporting the C&LS, obtain C&L related content and information from the Divisions to contribute to the writing of reports by members of the C&LS relating to staff experience (for example but not limited to Exit Interviews, Equality, Diversity and Inclusion data, Staff Survey results).
Person Specification
Education and Knowledge
Essential
- oGCSE grade A-C/4-9 or above in English & Maths (or equivalent)
- oNVQ Level 3 in Business Administration or an equivalent level of experience.
Desirable
- oBasic understanding of Project Management and Equality, Diversity and Inclusion and how it impacts staff, patients are carers
Experience
Essential
- oExperience of working in an administration role.
- oExperience of working with or supporting stakeholders from a diverse range of backgrounds.
Desirable
- oPrevious experience of working in the NHS or other public sector environment.
- oExperience of developing communications for a range of stakeholders.
Personal Skills
Essential
- oDemonstrates strong time management and organisational skills.
- oAble to manage own workload effectively, referring when appropriate.
- oFlexible, well-motivated, adaptable team player.
- oAble to work under periods of pressure to meet service deadlines.
- oGood attention to detail
- oAble to display sensitivity to and has an awareness of the requirements of people with differing needs.
- oAbility to develop constructive working relationships and communicate with a variety of stakeholders.
- oWillingness to learn and develop.
- oAbility to maintain confidentiality at all times dealing with issues tactfully and with discretion.
Technical Skills
Essential
- oComputer literate with experience of working with the Microsoft Office package including Excel, Word, Outlook and Powerpoint.
Desirable
- oKnowledge of MS Forms
- oKnowledge of local survey providers e.g. survey monkey
Person Specification
Education and Knowledge
Essential
- oGCSE grade A-C/4-9 or above in English & Maths (or equivalent)
- oNVQ Level 3 in Business Administration or an equivalent level of experience.
Desirable
- oBasic understanding of Project Management and Equality, Diversity and Inclusion and how it impacts staff, patients are carers
Experience
Essential
- oExperience of working in an administration role.
- oExperience of working with or supporting stakeholders from a diverse range of backgrounds.
Desirable
- oPrevious experience of working in the NHS or other public sector environment.
- oExperience of developing communications for a range of stakeholders.
Personal Skills
Essential
- oDemonstrates strong time management and organisational skills.
- oAble to manage own workload effectively, referring when appropriate.
- oFlexible, well-motivated, adaptable team player.
- oAble to work under periods of pressure to meet service deadlines.
- oGood attention to detail
- oAble to display sensitivity to and has an awareness of the requirements of people with differing needs.
- oAbility to develop constructive working relationships and communicate with a variety of stakeholders.
- oWillingness to learn and develop.
- oAbility to maintain confidentiality at all times dealing with issues tactfully and with discretion.
Technical Skills
Essential
- oComputer literate with experience of working with the Microsoft Office package including Excel, Word, Outlook and Powerpoint.
Desirable
- oKnowledge of MS Forms
- oKnowledge of local survey providers e.g. survey monkey
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.
