Executive Assistant

at  Oxford University Hospitals NHS Foundation Trust

Executive Assistant - Chief People Officer
Are you an experienced professional looking to apply your administrative skills in a dynamic and impactful environment?
Are you ready to be part of a team of highly professional and motivated Executive Assistant’s in a role that offers career progression?
If YES, read on…
Oxford University Hospitals NHS Foundation Trust is seeking an Executive Assistant to support our Chief People Officer and Director of Workforce. The primary focus of this Executive Assistant position is to enhance the teams effectiveness by providing proactive support. The role requires an enthusiastic and highly adaptable approach to working in a dynamic environment.
This is an exceptional opportunity to contribute to the efficient operation of our Trust and play a vital role in supporting our leadership team.
The successful Executive Assistant will be based at the Trust Headquarters at the John Radcliffe Hospital with the opportunity for remote working.
This is an excellent opportunity for current Executive Assistants or Personal Assistants to advance their careers by working with a Chief Officer at one of the UK’s largest teaching hospitals and a world-renowned centre of excellence.
This is a fast-paced, demanding, yet highly rewarding role. Your main duties will relate to providing proactive support to the Chief People Officer. This includes:
Diary management
Email 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.
Email management: Draft correspondence on behalf of Chief Officer, track progress on incoming and outgoing email traffic.
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.
Other adhoc duties as agreed with Chief Officer

Please refer the Job description for details