Oxford University Hospitals NHS Foundation Trust
We are seeking an experienced and highly organised Executive Assistant to provide comprehensive support to the CEO and COO of Health Innovation Oxford Thames Valley (HIOTV).
This is a key role to ensure the smooth and efficient operation of the CEO's and COO's offices, as well as supporting HIOTV's wider office management and administrative needs. The ideal candidate will have exceptional communication skills, a high degree of discretion, an ability to manage complex schedules and tasks effectively as well as building and maintaining strong working relationships with colleagues and stakeholders at all levels. This key administrative role within HIOTV provides an exciting opportunity for the successful candidate to fully integrate into our friendly and dynamic team providing a mentor role for other administrative colleagues.
Main duties of the job
* Executive Assistant to CEO and COO/Deputy CEO - Support the CEO and the COO in a confidential, effective and efficient manner.
* Office Management - manage the day to day running of the HIOTV office, ensuring that the office is maintained to a high standard and supplies are available.
* Provide mentoring and support to HIOTV's administrative staff - bringing them together to take forward suggestions to improve ways of working or the office.
Job responsibilities
Support the CEO and COO across the whole range of activities in a confidential, effective and efficient manner, acting as the first point of contact for all communications during core office hours. Ensure email and phone enquiries are directed appropriately with the discretion to act on behalf of HIOTV staff.
Manage electronic diary and meeting coordination for the CEO and COO. Strong management of the CEO's time and travel arrangements is paramount due to his clinical work, research commitments, and board memberships.
Organise the daily work of the CEO and COO, ensuring files and papers are available in Outlook and up to date, providing briefings for the day's activities, highlighting deadlines and potential conflicts.
Liaise with staff and partners across the Thames Valley and national Health Innovation Network, including senior NHS staff, NHS England, and various external bodies.
Provide a comprehensive range of secretarial and administrative services to the CEO and COO, including formal/informal minute taking, managing expense claims, and preparing conflict of interest declarations.
Manage the day to day running of the HIOTV office, ensuring it is maintained to a high standard and supplies are available, requiring liaison with the landlord and managing the cleaning contract.
Arrange room bookings and catering orders for meetings held outside of the office, including HIOTV monthly whole-team meetings.
Ensure HIOTV's office equipment is kept in good order, arranging replacements and maintenance as necessary.
Ensure that HIOTV's office fire safety plan is updated, and fire safety coordinators are trained.
Provide mentoring and support to HIOTV administrative staff, working closely with HIOTV's Head of Corporate Affairs.
Undertake any other duties as may be required, including assisting at HIOTV events.
Utilise a variety of computer software including Microsoft Office, Word, PowerPoint, Excel, and Sales Force.
Respect the confidentiality of all matters and adhere to policies and procedures required under the Data Protection Act.
Maintain and strengthen the reputation of HIOTV amongst stakeholders, especially with colleagues in our host OUH and NHS members.
Person Specification
Knowledge, Training and Experience
* Educated to degree level or equivalent knowledge, skills and experience.
* IT literate with ability to use all Microsoft Office applications.
* Ability to co-ordinate complex diary management.
* Ability to support change and work collaboratively to implement new ways of working.
* Experience in communicating with a wide range of professional groups.
* Ability to work independently, prioritise effectively and actively plan.
* Significant office management and administrative experience.
* Demonstrable experience of event management.
* Good understanding of the changing NHS environment.
* Experience in a Team Leader or mentoring role.
* Previous experience working within the NHS.
Communication Skills
* Demonstrable inter-personal and communication skills (written and verbal) with a range of internal and external people and professionals.
Values & Behaviours
* High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude.
* Ability to work autonomously and confidently make sound decisions in the absence of senior colleagues.
* Professional attitude to handle confidential and complex information appropriately.
* Able to work under pressure to tight deadlines.
* Able to handle confidential and sensitive issues and materials in an appropriate manner.
* Maintain a professional appearance and behaviour in all circumstances.
Equality and Diversity
* The promotion of equality of opportunity and good working relations.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service.
Contract
Permanent
Working pattern
Full-time
Salary
£37,338 to £44,962 a year pro rata per annum
Job locations
Oxford Science Park, Health Innovation Oxford & Thames Valley, Magdalen Centre, Oxford Science Park
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