Executive Assistant

Are you looking to take your Executive Assistant career to the next level?

Are you ready to be part of a team of highly professional and motivated EAs in a role that offers career progression?

YES Read on

Oxford University Hospitals NHS Foundation Trust is seeking an Executive Assistant to support our Chief Estates and Facilities Officer. The primary focus of this Executive Assistant position is to enhance the Chief Estates and Facilities Officer’s effectiveness by providing proactive support. The role requires an enthusiastic and highly adaptable approach to working in a dynamic environment.

The successful Executive Assistant will be based at the Trust Headquarters at the John Radcliffe Hospital with the opportunity for some home working. You will be part of a team of highly motivated EAs who each support a different Chief Officer but equally all support each other when needed. Personal resilience and the ability to engage with a wide range of internal and external stakeholders is vital.

Previous Interviewees need not apply.

This is a fast-paced, demanding, yet highly rewarding role. Your main duties will relate to providing proactive support to the Chief Estates and Facilities Officer. This includes:

- Diary management
- Meeting agenda preparations, transcribing and minute taking
- Understand the Chief Officer’s short, medium and long-term priorities and providing bespoke and flexible support as new priorities emerge.
- Working collaboratively with other EAs as necessary
- Working with key stakeholders (both internally and externally) on specific tasks and projects

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

**The Trust comprises four hospitals**: the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
- Diary management: Manage Chief Officer’s diary, prioritising as appropriate to ensure the Chief Officer’s time is efficiently utilised.
- Understand the Chief Officer’s short, medium and long-term priorities and providing bespoke and flexible support as new priorities emerge.
- Receive and action correspondence and enquiries into the Chief Officer’s office and prioritise for action, draft correspondence
- Meeting agenda preparations, transcribing and minute taking.
- Trust Board & Council of Governors: Work alongside the Directorate Business Manager and Corporate Governance Team to ensure Chief Officer’s agenda items and associated presentations are delivered in a timely manner.
- Manage difficult conversations (at all levels) in a tactful yet confident manner; understand the importance of delivery and meeting tight deadlines.
- Proactively follow up on actions given to the Chief Officer and liaise with deputies/direct reports/teams to resolve.
- Be visible across the Trust to represent the Chief Officer.
- Project Management support on designated projects as assigned by the Chief Officer, ensure alignment on planning, implementation and communication across the Trust.
- Monitor and order IT and Office related expenditure as required.
- Deliver both formal and informal training in relevant administrative or business management systems and processes for a wide range of colleagues from a variety of backgrounds to enable the development of a culture of continuous improvement.
- Executive Assistant Team: Play an active role in the development and implementation of administrative procedures within the Executive Function to ensure that high standards are set and maintained.
- Work collaboratively to make the Executive Function/office an agile and cohesive working environment.
- Provide cover for peers as required to ensure coverage is maintained across the Executive Function.
- Act as an exemplary role model of ‘What good looks like’.
- Work with the communications team to ensure internal and external communications for the Chief Officer is fit for purpose and timely.
- Set up telephone/videoconferencing facilities for meetings, share technological advancements as necessary with the team and support the roll out of new technology.
- Raise stationery, furniture and purchase order numbers on Oracle as required and secure appropriate stock of stationery.
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