Executive Assistant

Job description

Job responsibilities

Support the CEO across the whole range of activities, and the COO, in a confidential, effective and efficient manner, and to act as first point of contact for all communications during core office hours. To ensure email and phone enquiries are directed appropriately with the discretion to act on behalf of HIOTV staff.

Electronic diary management and meeting coordination for the CEO and COO. The CEO spends some time working clinically, undertakes research which includes travel abroad to research conferences, and is on many boards and committees, including NICE. Strong management of his time and travel arrangements is therefore paramount and organisational skills are key.

To 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 days activities, highlighting deadlines and potential conflicts.

The position necessitates liaising with staff and partners across the Thames Valley and national Health Innovation Network which includes senior staff of NHS organisations, NHS England, Office for Life Sciences, NICE, and a range of external bodies including Universities, Industry, Local Authorities, third sector organisations, Trust Boards, senior clinical teams, NHS managers, the Department of Health and Care and colleagues in other Health Innovation Networks (NB this list is not exhaustive).

To provide a comprehensive range of secretarial and administrative services to CEO and COO to a consistently high standard, including formal /informal minute taking and transcription as required, managing all expense claims and prepare/manage conflict of interest declarations.

The post holder will liaise closely with the PA to the Chair of HIOTV.

The post holder will take the minutes of HIOTVs Board which meets four times a year.

The post holder will liaise closely with the office of the Health Innovation Networks Chair and Deputy Chair in relation to the planning and operation of the Network (the 15 HINs) as a whole.

To manage the day to day running of the HIOTV office, ensuring that the office is maintained to a high standard and supplies are available. This will require liaison with the landlord, The Oxford Science Park, and managing the cleaning contract. The postholder will need to use OUHs purchase order system, Oracle

Arrange room bookings and catering orders for meetings held outside of the office, including the HIOTV monthly whole- team meetings

Ensure HIOTVs office equipment is kept in good order, arranging replacements and maintenance as necessary.

Ensure that HIOTVs office fire safety plan is updated, and fire safety coordinators are trained. This will be undertaken with support from our host OUH and with the landlord.

To provide mentoring and support to HIOTV administrative staff, bringing them together to take forward suggestions to improve ways of working for the office. Key to this success will be working closely with HIOTVs Head of Corporate Affairs.

To undertake any other duties, as may be required, e.g. working with other HIOTV staff to help out at HIOTV events.

To use a variety of computer software including Microsoft Office, Word, PowerPoint and Excel, Sales Force (HIOTVs project management system).

At all times, to respect the confidentiality of all matters of which they may become aware in the course of their employment. At all times, to adhere to the policies and procedures required under the Data Protection Act and its subsequent amendments.

In undertaking their duties, the post holder will be mindful of maintaining and strengthening the reputation of HIOTV amongst its stakeholders especially with colleagues in our host OUH, colleagues in the NHS and with members of the Network.

Person Specification

Knowledge, Training and Experience

Essential

• 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 to work collaboratively to implement and embed 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.

Desirable

• Demonstrable experience of event management.
• A good understanding of the changing NHS environment.
• Experience in a Team Leader or mentoring role.
• Previous experience working within the NHS.

Communication Skills

Essential

• Demonstrable inter-personal and communications skills (written and verbal) with a range of internal and external people and professionals.

Values & Behaviours

Essential

• High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude.
• Ability to work autonomously and confident to 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

Essential

• The promotion of equality of opportunity and good working relations (providing practical leadership).

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Oxford University Hospitals NHS Foundation Trust

Address

Oxford Science Park

Health Innovation Oxford & Thames Valley, Magdalen Centre, Oxford Science Park

Oxford

OX4 4GA

Employer's website

https://www.ouh.nhs.uk/ (Opens in a new tab)