Directorate Administrator

4 weeks ago

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

**Job Summary**:
To provide effective and efficient administrative, performance, quality and project functions to the Operational Services Manager and Clinical Director within an environment of continuously developing demands. This will require the use of excellent interpersonal and communication skills and involve working closely with members of the directorate senior management team colleagues in the divisional teams, across the organisation and in external organisations.

We are looking for a dynamic, dedicated, flexible and reliable individual who keeps patients at the centre, goes the extra mile for colleagues and wants to join a supportive team where your contributions are valued. You will demonstrate strong ability to juggle tasks and have excellent organisational and prioritisation skills to achieve results and targets whilst working collaboratively with others around you.

You will also demonstrate positive attitude, resilience and possess excellent written, software and communication skills including minutes taking, proficiency in Microsoft 365 suite and Power BI.

Working Conditions & Mental Efforts
- The post holder will work in an office environment so will be required to mainly sit or stand for

prolonged periods. It is expected that the role will involve light physical effort.
- The role will have limited patient contact and is based in a non-clinical area. There may be requirements for the post to support departmental admin teams in patient facing roles on an ad hoc basis.
- The role requires the post holder to maintain concentration for a significant period of time to ensure accuracy of tasks such as reporting and minute taking. The post holder will also need

to deal with potential interruptions during the day.

This is an extract of working for our organisation related to the job role and is by no means an exhaustive summary.

Main Tasks and Responsibilities
- To manage the day to day running of the Directorate Senior Management Team offices in a confidential, effective and efficient manner. To ensure enquiries are directed to the appropriate

person and/or department and followed up appropriately.
- To liaise with members of the directorates, division, clinicians, managers and clinical staff and other external organisations for and behalf of the senior management team.
- Ensure that all Directorate meetings are planned in advance on an annual basis and initiate all associated administrative arrangements required.
- Ensure that Directorate Management Executive, Health and Safety, Performance and Clinical Governance meeting agendas, papers, venues, and attendees are prepared sufficiently far in

advance. Attend meetings to take minutes and follow up actions as requested.
- Arrange ad-hoc meetings and appointments as required and ensure all associated arrangements are in place, taking minutes when required. These include, but are not limited to Audit, Quality Reports and Mortality/Morbidity meetings.
- Manage the contents of the Directorate Intranet and Internet pages. Regular checks are required to ensure that content is current and accurate including: services, people, contacts, rota(s), patient information etc.
- To support and work alongside the Operational Services Manager and Clinical Director to ensure that the Directorate Performance and Quality reports are completed to time and contain all the information required, co-ordinating with directorate, divisional clinical and governance leads and trust information teams.
- At the request of the Operational Services Manager use Trust systems to extract data on performance, quality and governance for specific tasks which will include the use of Microsoft 365 functions and Power BI to produce information to support Directorate decision making and reporting.
- With Clinical Leads and Service Managers in CAPR to maintain a record of patient information leaflets, establishing the clinical owner and ensure they are reviewed in accordance with Trust policy.
- Responsible for procuring items for the Directorate as requested.
- To provide ad hoc support to clinical service units (CSUs) in the Directorate in the event of any short-term absences.
- Contribute and support governance and improvement projects in the Directorate and support Operational Services Manager to manage CQC workflow, service and quality improvement

projects in the Directorate.

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