Personal Assistant

3 weeks ago

Cowley, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen for a permanent Personal Assistant position within the Commercial and Business Planning/Commissioning departments at OUH.

The successful applicant will work closely with the Commercial Director, Business Planning/Commissioning Director and the Senior team to deliver a high-quality administrative service.

The Personal Assistant role consists of comprehensively supporting the Commercial and Business Planning/Commissioning Function in an administrative capacity. The role requires an enthusiastic and highly adaptable approach to working in a dynamic and demanding environment, and in maintaining effective relationships with key internal and external stakeholders. The post holder will be responsible for supporting the administrative duties undertaken by the Commercial and Business Planning/Commissioning functions, ensuring the smooth running of the office. Provide a professional and comprehensive PA/Secretarial and administrative service to the two Directors and their respective teams. The post holder will undertake a wide range of administrative tasks and develop an expert knowledge and understanding of the systems and processes involved within the Commercial and Business Planning/Commercial functions.

If you relish a challenge and have a passion to support others, then Oxford University Hospitals NHS Foundation Trust could be the place for you.

Here you will enjoy being part of a friendly, dynamic team, and supporting engaged leadership. You will be working alongside a diverse group of passionate, committed colleagues who encourage professional development.

The post holder will provide a comprehensive administrative support service to the Commercial and Business Planning/Commissioning functions

Act as a first point of contact, managing telephone enquiries and taking action as appropriate

Co-ordinate and manage the administration function of meetings; appropriate venues sourced/ catering organised/technological requirements arranged

Raise stationary, furniture and purchase order numbers on Oracle as required and secure appropriate stock of stationary

Ensure that all office space and equipment is maintained to a satisfactory working standard, liaison with I.T and logging calls to resolve issues in a timely manner

Order IT equipment as required for the Commercial and Business Planning/Commissioning functions

Ensure that complaints are completed in line with the Trust’s policy assisting in writing acknowledgements/ follow ups

Raise and co-ordinate authorisation of Vacancy Control Form

Co-ordinate the booking of travel and accommodation as necessary

Preparation of Board papers, internal liaison, editing, printing and collating papers as necessary.

Review current administrative systems in the team and develop more effective systems as change in service needs requires

Plan and manage own time using organisational and prioritising skills with the ability to multitask and meet tight deadlines

Setting up telephone/videoconferencing facilities for meetings, sharing technological advancements as necessary with the team and support the roll out of new technology

Actively participate in Commercial and Business Planning team meetings ensuring best practice and ideas for improvement are tabled.

Work collaboratively in making the Commercial and Business Planning/Commissioning office(s) an agile and cohesive working environment.

Provide cover for peers as required ensuring coverage maintained across the two functions.

**Trust Board**: Collaborate with the Executive Assistants and work alongside the Corporate Governance team ensuring Director’s agenda items and associated presentations are delivered in a timely manner.

Handling potentially contentious information in a confidential and professional manner.

A close working relationship will be necessary with other administrative colleagues, clinical and non-clinical staffs, therefore strong communication skills are a necessity.

There will be a requirement to have a flexible approach to working hours to meet the demand for the service. (between 08:00 - 5:30)

The post may also involve cross-site working or attending meetings on other sites as necessary.

Initiate and prepare correspondence as appropriate.

Provide administrative support on projects as required.

Any other adhoc tasks as required.

Undertake mandatory training in line with the Trusts Policy.

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