[ref. a18245404] Executive Assistant
Job overview
We are seeking an experienced and highly organised Executive Assistant to provide comprehensive support to the CEO and COO of Health Innovation Oxford Thames Valley (HIOTV).
This is a key role to ensure the smooth and efficient operation of the CEO’s and COO's offices, as well as supporting HIOTV's wider office management and administrative needs. The ideal candidate will have exceptional communication skills, a high degree of discretion, an ability to manage complex schedules and tasks effectively as well as building and maintaining strong working relationships with colleagues and stakeholders at all levels.This key administrative role within HIOTV provides an exciting opportunity for the successful candidate to fully integrate into our friendly and dynamic team providing a mentor role for other administrative colleagues.
Main duties of the job- Executive Assistant to CEO and COO/Deputy CEO - Support the CEO and the COO in a confidential, effective and efficient manner
- Office Management - manage the day to day running of the HIOTV office, ensuring that the office is maintained to a high standard and supplies are available
- Provide mentoring and support to HIOTV’s administrative staff - bringing them together to take forward suggestions to improve ways of working or the office.
Working for our organisation
Health Innovation Oxford and Thames Valley fosters innovation, collaboration and excellence in healthcare. HIOTV is commissioned by NHS England and the Office of Life Sciences to support improvement, evaluation and adoption and spread of innovation in NHS services locally and nationally through collaboration with innovators in industry and universities.We are a multidisciplinary team with strong links throughout the NSH in the Thames Valley. HIOTV is hosted by Oxford University Hospitals Foundation Trust.
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.
Detailed job description and main responsibilities
Support the CEO across the whole range of activities, and the COO, in a confidential, effective and efficient manner, and to act as first point of contact for all communications during core office hours. To ensure email and phone enquiries are directed appropriately with the discretion to act on behalf of HIOTV staff.
Electronic diary management and meeting coordination for the CEO and COO. The CEO spends some time working clinically, undertakes research which includes travel abroad to research conferences, and is on many boards and committees, including NICE.Strong management of his time and travel arrangements is therefore paramount and organisational skills are key.
To organise the daily work of the CEO and COO, ensuring files and papers are available in Outlook and up to date, providing briefings for the day’s activities, highlighting deadlines and potential conflicts.
The position necessitates liaising with staff and partners across the Thames Valley and national Health Innovation Network which includes senior staff of NHS organisations, NHS England, Office for Life Sciences, NICE, and a range of external bodies including Universities, Industry, Local Authorities, third sector organisations, Trust Boards, senior clinical teams, NHS managers, the Department of Health and Care and colleagues in other Health Innovation Networks (NB this list is not exhaustive).
To provide a comprehensive range of secretarial and administrative services to CEO and COO to a consistently high standard, including formal /informal minute taking and transcription as required, managing all expense claims and prepare/manage conflict of interest declarations.
The post holder will liaise closely with the PA to the Chair of HIOTV.
The post holder will take the minutes of HIOTV’s Board which meets four times a year.
The post holder will liaise closely with the office of the Health Innovation Network’s Chair and Deputy Chair in relation to the planning and operation of the Network (the 15 HINs) as a whole.
To manage the day to day running of the HIOTV office, ensuring that the office is maintained to a high standard and supplies are available. This will require liaison with the landlord, The Oxford Science Park, and managing the cleaning contract.The postholder will need to use OUH’s purchase order system, Oracle
Arrange room bookings and catering orders for meetings held outside of the office, including the HIOTV monthly whole- team meetings
Ensure HIOTV’s office equipment is kept in good order, arranging replacements and maintenance as necessary.
Ensure that HIOTV’s office fire safety plan is updated, and fire safety coordinators are trained. This will be undertaken with support from our host OUH and with the landlord.
To provide mentoring and support to HIOTV administrative staff, bringing them together to take forward suggestions to improve ways of working for the office. Key to this success will be working closely with HIOTVs Head of Corporate Affairs.
To undertake any other duties, as may be required, e.g. working with other HIOTV staff to help out at HIOTV events.
To use a variety of computer software including Microsoft Office, Word, PowerPoint and Excel, Sales Force (HIOTVs project management system).
At all times, to respect the confidentiality of all matters of which they may become aware in the course of their employment. At all times, to adhere to the policies and procedures required under the Data Protection Act and its subsequent amendments.
In undertaking their duties, the post holder will be mindful of maintaining and strengthening the reputation of HIOTV amongst its stakeholders especially with colleagues in our host OUH, colleagues in the NHS and with members of the Network.
Person specification
Knowledge, Training and Experience
Essential criteria- Educated to degree level or equivalent knowledge, skills and experience.
- IT literate with ability to use all Microsoft Office applications.
- Ability to co-ordinate complex diary management.
- Ability to support change and to work collaboratively to implement and embed new ways of working.
- Experience in communicating with a wide range of professional groups.
- Ability to work independently, prioritise effectively and actively plan.
- Significant office management and administrative experience.
- Demonstrable experience of event management.
- A good understanding of the changing NHS environment.
- Experience in a Team Leader or mentoring role.
- Previous experience working within the NHS.
Communication Skills
Essential criteria- Demonstrable inter-personal and communications skills (written and verbal) with a range of internal and external people and professionals.
Values & Behaviours
Essential criteria- High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude.
- Ability to work autonomously and confident to make sound decisions in the absence of senior colleagues.
- Professional attitude to handle confidential and complex information appropriately.
- Able to work under pressure to tight deadlines.
- Able to handle confidential and sensitive issues and materials in an appropriate manner.
- Maintain a professional appearance and behaviour in all circumstances.
Equality and Diversity
Essential criteria- The promotion of equality of opportunity and good working relations (providing practical leadership).