Executive Assistant

Job Summary:
The Executive Assistant role consists of comprehensively supporting the Oxford University Hospitals NHS Foundation Trust's Executive Directors (Chief Officers). Ensuring the Executive Director's Office is managed in a confidential, effective, and efficientmanner.

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.

Main Tasks and Responsibilities
- Diary management: Manage Executive Director's diary, ensuring meetings are fit for purpose and the Executive Director's time is efficiently spent.
- Understanding the Executive Director's short, medium and long term priorities and assist in shaping the agenda accordingly.
- Receive and action all correspondence and enquiries into the Executive Director's office and prioritising for action, drafting correspondence accordingly.
- Meeting agenda preparations, transcribing and minute taking.
- Trust Board: Work alongside the Corporate Governance team ensuring Executive Director's agenda items and associated presentations are delivered in a timely manner
- Liaise with all Trust Board members and colleagues who assist in the creation and delivery of Trust Board documents, handling potentially contentious information with diplomacy and tact.
- Managing difficult conversations (at all levels) in a tactful yet confident manner; understanding the importance of delivery and meeting tight deadlines.
- Proactively follow up on actions given to the Executive Director and liaise with deputies/ direct reports/ teams to resolve.
- Visibility across the Trust, representing Executive Director.
- Working with the communications team to ensure internal and external communications for the Executive Director is fit for purpose and timely.
- Setting up telephone/videoconferencing facilities for meetings, sharing technological advancements as necessary with the team and support the roll out of new technology.
- Project Management lead on designated projects as assigned by the Executive Director, ensuring alignment on planning, implementation and communication across the Trust.

Person Specification:
Experience
- Previous experience of managing conflict.
- Significant experience as an Executive Assistant at Board lev
- Experience of taking and transcribing formal minutes
- Evidence of management small/medium sized projects

Personal Skills
- Demonstrates commitment to maintaining and delivering excellent customer service.
- Demonstrates good time management and organisational skills
- Demonstrates an ability to work under pressure.
- Demonstrates an ability to problem solve in high pressure situations.
- Demonstrates excellent communication skills
- Demonstrates ability to achieve a balanced relationship between line manager and peers

Technical Skills:

- Computer literate with advanced experience of working with all Microsoft Office packages
- Advanced keyboard skills